Executive Administrative Assistant - Community Development

Description

This position reports to the Community Development Director/Planning Director and is responsible for providing administrative support to the Community Development team. This position requires excellent clerical and public relations skills. It also requires strong communication skills, the exercise of independent judgment, and discretion handling confidential information. This position represents the CD Director in their absence.    

Starting Pay: $23.86 - $28.33 per hour; additional pay depending on experience

Schedule: Required availability on Tuesday and Wednesday afternoons, with flexible hours Monday through Thursday to total 30 hours per week

Benefits: Health, dental, and life insurance, PTO and paid holidays, vision reimbursement plan

Retirement: Utah Retirement Systems, Pension and/or 401(k)

Posting Close Date: May close any time after December 10, 2024

Essential Duties and Responsibilities

• Assists CD Director and Division heads by being sensitive and responsive to the needs of the department. 
• Understands, articulates, and facilitates City and Department views and objectives. 
• Performs secretarial duties; answers phone and makes appointments. Greets the public and helps cover the front office counter when necessary. 
• Researches and analyzes current CD Department services and recommends new or amended services while meeting all deadlines.
• Collects and helps prepare the CD Department annual year-end reports; program modifications, projected revenue, budget changes, budget narratives, and other reports as assigned.
• Collects, analyzes, and uses historical and current data to prepare the CD Department’s annual budget. 
• Monitors expenditures and revenues throughout the year to ensure compliance with budgetary limits and City policy and procedures. 
• Advises the CD Director and Division Heads of financial status and issues. 
• Performs accounts payable and accounts receivable functions including: matching invoices to requisitions or purchase orders, approving invoices for payment, and forwarding invoices to the Finance Department in a timely manner for payment; collecting and coding purchasing card receipts, matching receipts to the monthly purchasing card statements, reviews and approves departments’ receipts and statements in OnBase in a timely manner for payment; preparing or verifying and approving petty cash requests; preparing bimonthly and/or yearly requests for invoices to bill the Housing Authority and the Redevelopment Agency for sold services rendered by the CD Department.
• Handles the purchase of supplies and equipment for the CD Administration Division and other Divisions as needed, approving department requisitions in the City’s financial software.
• Coordinates the maintenance and repair of CD Administration Division equipment. Enters I.T. requests and facilities requests on the City’s Intranet to request equipment, services, general maintenance, repairs, etc. for the CD Department.
• Reviews and approves biweekly timecards in Paylocity. Prepares forms or memos to the Human Resource Office regarding personnel changes such as requests for hire, probation releases, promotions, resignations, terminations, transfers, etc., as needed or as directed by the CD Director.
• Organizes and keeps records of the Quarterly ZAP (Zero Accident Program) luncheon including food plans, prizes, awards, etc.
• Serves as the CD Department expert on accident procedures and reporting.
• Attends the monthly Division Head meeting and performs necessary assignments. 
• May serve as the Emergency Coordinator for the department, including maintenance of the office staff’s emergency contact information. Assists CD Department staff with City policies and procedures questions and helps with travel reporting. Responds to general inquiries from City personnel, the public, and outside entities.
• Serves as a backup to the Administrative Assistant in Planning and Zoning by setting, attending, and taking minutes for the Planning Commission and Board of Adjustment meetings. 
• Other duties may be assigned.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

• Considerable knowledge of modern business practices and procedures; knowledge of general secretarial duties; knowledge of administrati