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Provide technical administrative support for an assigned department, division, and/or program, requiring substantial knowledge of the administrative procedures and practices of the area of assignment.
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Prepare and process applications, licenses, bid documents, contracts, agreements, warrants, citations, claims, resolutions, ordinances, staff reports, and legal, official, and/or confidential documents requiring knowledge of assigned programs/projects, operations, and services and the ability to explain, interpret, and apply federal, state, and local laws, rules, regulations, codes, ordinances, and policies and procedures relevant to assigned area of responsibility.
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Serve as a liaison for assigned department, division, and/or program; receive, process, and respond to public records requests, subpoenas, complaints, and other requests for information; researches, reviews, and organizes information; verifies compliance with legal and regulatory requirements.
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Verify and review forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
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Organize and maintain accurate and detailed databases, files, and records; verify accuracy of information, research discrepancies, and records information; ensure compliance with established records retention schedules, including archiving, scanning, and destruction of files.
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Work with the public and a variety of outside parties to ensure completion of applications, documents, forms, and supporting documentation related to assigned area of responsibility.
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Serve as recording secretary and provide staff support for assigned boards, committees, and commissions; prepare, post, and distribute public hearing notices, agendas, and informational packets; prepare staff reports; coordinate meeting logistics and room set-ups; attend meetings, take and transcribe minutes, and process action items; prepare and post public and legal noticing related to board, committee, and commission actions.
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Coordinate and provides administrative support for the development of consultant requests for proposal, advertising, and bid processes for professional and/or construction services; works with department staff to prepare project and technical specifications and scopes of work as well as project cost and time estimates; prepares and posts legal notices, attend bid openings, document bid results, verify that contractors meet requirements, and prepare staff reports with recommendations.
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Design, create, and edit a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and statistical reports.
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Research, summarize, and interpret data from various sources and prepare a variety of reports according to established procedures and practices; may submit reports to various local, state, and federal regulatory agencies.
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Assist management in performing and conducting studies and special projects; collect and compile data; prepare draft reports; make recommendations for changes in departmental administrative procedures, policies, and programs.
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Perform a variety of administrative office support duties such as scheduling and coordinating meetings, conferences, and trainings; coordinating travel arrangements; processing reimbursements; and ordering and maintaining office and other related supplies.
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Perform clerical accounting and financial support work; performs calculations; monitors budgets and accounts; determines and calculates required fees; processes, reconciles, and verifies cash and monies received; processes purchase orders, payment vouchers, check requests, and invoices.
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May attend and represent the organization at community events.
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May maintain websites and social media accounts by writing, editing, and proofreading content, and taking and editing photos and videos.
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Performs other duties as assigned.
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Applicable federal, state, and local laws, rules, regulations, ordinances, and policies and procedures relevant to assigned area of responsibility.
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Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned.
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Modern office management practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications.
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Record keeping and filing systems and methods.
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Methods and practices of technical data research, analysis, and report preparation.
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Basic business arithmetic and bookkeeping.
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Business letter writing and the standard format for reports and correspondence.
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Methods of preparing and processing various records, reports, forms, and other documents specific to assigned program, department, or division.
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English usage, grammar, spelling, vocabulary, and punctuation.
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Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and staff.
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Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and policies and procedures relevant to assigned area of responsibility.
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Accurately and efficiently perform technical administrative work using independent judgment.
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Learn and understand the organization and operation of the company and of outside agencies as necessary to assume assigned responsibilities.
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Gather, compile, interpret, summarize, and present administrative and technical information and data in an effective manner.
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Prepare, review, and present reports and other correspondence and communications in a clear and concise manner.
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Maintain accurate databases, records, and files.
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Maintain confidentiality and be discreet in handling and processing sensitive information and data.
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Compose correspondence and reports independently or from brief instructions.
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Accurately perform arithmetic and financial computations.
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Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner.
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Organize own work, set priorities, and meet critical time deadlines.
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Effectively use computer systems, software, and modern business equipment to perform a variety of work tasks.
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Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
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Communicate effectively in English, both orally and in writing.
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Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
