Senior Administrative Assistant-Community and Economic Development

POSITION SUMMARY

The Senior Administrative Assistant reports to the Director of Community and Economic Development and provides a variety of administrative and office support duties for the Community and Economic Development Department. This position is a public facing, customer service position that also provides internal support to employees and facilitates department processes and paperwork.

• Provides comprehensive day-to-day administrative support to the Director and management staff; such as taking phone calls, managing voice mail, preparing meeting rooms and food orders, taking minutes, and recording documents at the County.
• Manages calendars, schedules meetings, prepares agendas, and records minutes for department and Planning Commission meetings.
• Composes, types, and edits professional correspondence, reports, and memoranda.
• Supports the Director in providing access to and interpreting department regulations and policies to make informed decisions using independent judgment.
• Coordinates, produces and supports Department special events, marketing, public relations, and staff trainings.

• Serves as a point of contact for the public, developers, businesses, and regulatory agencies via phone, email, social media, and in‑person.
• Provides information regarding department services, application processes, and city policies.
• Resolves complaints and refers inquiries to the appropriate sources as needed.
• Helps maintain the Department website.

• Initiates and maintains organized files for financial, budget, personnel, and operational records.
• Acts as a liaison to Recorder's Office for all GRAMA requests, file retention and tracking procedures.
• Provides backup support for the permitting and business license divisions.

• Manages department purchasing by processing purchase orders, check requests, and invoices.
• Contacts vendors and suppliers as needed.
• Inventories and orders office supplies, break room items, safety equipment (PPE), and staff
• Supports the Director with personnel actions, including payroll/timesheets, hiring, and employee onboarding.
• Promotes awareness of City policies, wellness programs, and other employee‑oriented initiatives.

• Assists department with requests to create and submit contract as a liaison to City Recorder and Legal Department.
• Tracks contract progress to execution.
• Adds final contracts to department records retention.
• Tracks and initiates contract expiration and renewals.
• Supports department in the creation, tracking, and implementation of RFP's.
• Tracks COI's for department vendors to update contract records.

• Graduation from high school or GED equivalent and four or more years of progressive experience in an Administrative or Executive Assistant role supporting a Director‑level position, or any equivalent combination of related education and experience.
• Preference will be given to applicants with an Associates degree or higher.

• Skill in communications, customer service, professional decorum, and etiquette.
• Skill in word processing, spreadsheets, presentations and desktop publishing software, office equipment usage and the operation of computers and mobile devices.
• Skill in the use of English, grammar, spelling, punctuation, vocabulary, and arithmetic.
• Skill in using good judgement to resolve issues and follow through to complete tasks independently.
• Skill in properly handling confidential information and files.
• Ability to work independently and make decisions using sound judgment.
• Ability to communicate effectively both verbally and in writing.
• Ability to type a minimum of 50 words per minute.
• Must possess or have the ability to obtain a Notary Public commission within 6 months of hire.

The physical…