Senior Secretary Economic Development

Posting number: 1002532

Department: Economic Development

Division: ECONOMIC DEVELOPMENT

Job classification: Senior Secretary-Economic Development and Tourism

Posting type: Open

Categories: Economic Development

Summary

Provide advanced administrative operational, and compliance-focused support for the Office of Economic Development and Tourism (OEDT); The Senior Secretary serves as the department’s primary coordination and intake point for internal and external inquiries and provides direct administrative support to the Director and other members of the OEDT; The role is responsible for preparing, editing, and quality-controlling departmental correspondence and records; coordinating meetings and calendars; supporting payroll, personnel, procurement, and fiscal documentation; and maintaining systems to ensure continuity of operations, policy compliance, and audit readiness;  The position is differentiated from the Secretary by the performance of more complex clerical duties, the provision of support directly to the director, and/or the independence of action and responsibility for one or more administrative processes of the department.

Examples of duties

Starting Salary Range is $36,353.50 - $43,500.00 depending on qualifications and experience.

The essential functions of the job are not limited to those listed in the job description.  The City retains the discretion to add to or change the duties of the position at any time. 
 

• Administrative Support.  Provides advanced administrative and operational support for the OEDT by serving as the primary front-line contact for visitors, callers, and external inquiries; exercising discretion to triage, route, respond to, or escalate time-sensitive and confidential matters; and ensuring professional, accurate, and timely communication. Maintains official departmental records and filing systems in accordance with City and State record retention requirements; prepares, edits, and quality-control correspondence, reports, agendas, and meeting materials; identifies and safeguards confidential information; and maintains shared department calendars and resource schedules. Manages departmental and leadership calendars, with primary responsibility for the Director’s schedule; coordinates meetings, appointments, and related logistics; tracks deadlines, approvals, and follow-up actions; and independently prioritizes administrative workflows to ensure continuity of operations, including during leadership absences.  Utilizes word-processing, spreadsheet, database, collaboration, and document management systems to produce accurate and professional materials; develops and maintains tracking tools to support budgets, procurement, renewals, records management, and recurring operational processes; and communicates effectively with City staff, elected officials, boards, authorities, regional partners, prospects, and the public.  

• Travel Coordination.  Coordinates travel arrangements for staff and authorized external guests; reviews travel documentation for policy compliance; submits required forms and supporting materials to Finance; maintains travel records; and tracks reimbursement submissions and supporting documentation.  
• Personnel and Financial Record Management.  Processes and maintains confidential personnel documentation, including personnel action forms and payroll records; collects, reviews, verifies, and submits departmental payroll information in accordance with Financeand HR requirements; tracks deadlines and follow-up actions to ensure timely and accurate payroll processing; and serves as a key institutional resource regarding applicable HR and City policies. Provides administrative fiscal support by monitoring budget balances and expenditures; reviewing invoices for accuracy and proper coding; coordinating invoice, procurement, and purchase order documentation; reconciling City-issued credit cards in accordance with policy; maintaining complete, organized, and audit-ready financial records; and supporting budget preparation and tracking as requested. 

ADDITIONAL DUTIES

• Performs research and completes special projects as assigned, including grant and compliance documentation, development and maintenance of procedures and training materials, onboarding and training support for interns or temporary staff, coordination of recurring meetings, and administrative support to boards or authorities as assigned. 
• Coordinates communication with the Director on issues that need immediate attention when Director is out of the office or on official leave. 
• Attend meetings and training sessions as required.
• Attends meetings, traini