senior administrative assistant

Job Summary

Under regular direction and in compliance with standard operating procedures and policies, performs specialized and responsible administrative work. Responsible for relieving the President & CEO ("CEO") of operational and administrative details as first priority, while working within the scope of established policies and procedures. Works effectively with City personnel, officials, vendors, and the public, using discretion and diplomacy. Maintains the CEO's calendar and schedules and coordinates a wide variety of appointments, meetings, and provides preparatory support in the form of research and tailored presentations. Plans and coordinates meetings, logistics, and arranges travel for the CEO, as well as Greenville City Economic Development Corporation (GCEDC) staff when appropriate/needed. May accompany the CEO for certain meetings or events to ensure that presentation and technical support is readily available. Routinely coordinates with the Information Technology (IT) Department for any needed IT troubleshooting support and helps ensure that the GCEDC office is functioning efficiently and well organized. Works in conjunction with an array of key community economic development partners to coordinate and schedule strategic meetings and events. Receives and screens visitors and/or telephone calls; makes initial assessments of their needs, offering information and assistance, access to the CEO when appropriate, or referring them to appropriate staff member or department. Enters customer service requests into work management system and follows up for completion of service request. Appropriately responds to inquiries and complaints with tact and diplomacy. Provides a wide range of administrative and technical support to the CEO, followed by the GCEDC staff as is appropriate. Prepares replies to correspondence from dictations, instructions, or own initiative. Assists with contract management responsibilities. Assists with preparation of annual operating budget. Facilitates timekeeping functions and master calendar for the corporation and executive team. Performs department accounting support functions as needed, including expense reports for the CEO. Assembles and disseminates GCEDC presentations and City marketing collateral materials as needed. Creates and maintains accurate and complex records, databases and integrated filing systems. Makes copies, sends emails/texts/faxes, and distributes mail. Conducts research projects as directed. Assists with events, Board meetings, Council meetings, Real Estate breakfasts, new Investor Advisory Council, Merchants Association, Retail Task Force, Façade Improvement Committee, Intern Program, and handling of time sensitive requests such as Freedom of Information Act (FOIA), as well as other confidential matters as needed. Obtains price quotes as requested and assists with other corporation-related issues as needed.

Essential Functions

Essential Functions

% of Time

• Provide Administrative Support: Provide administrative support to the GCEDC President & CEO as first priority, along with executive staff as is appropriate. Prepare and compose a wide variety of written documents and correspondence (e.g., contract agreements, ordinances, resolutions, Requests for Council Action, reports, budget and financial documents, meeting agendas, presentations for meetings, research files, letters, and memos). Assist staff with the routing of contract agreements for signature. Determine if documents are to be recorded or routed through electronic signature approval process. Review contract agreements to identify City and contracting entity responsibilities. Obtain Certificates of Insurance, verify and/or obtain business license and vendor information. Enter requisitions and follow up for the issuance of purchase orders (PO's). Submit package to Contracts Manager with memo identifying exhibits to contracts agreements that are to be tracked with a separate contract number due to perpetual and/or distinct expiration dates and insurance requirements. Track certificate of insurance expiration dates notifying project managers 90 days prior to expiration, as renewal may be needed prior to completion of project. Assist with assembling documentation required for release of payment per contract agreement specifications. Process payments as approved by CEO, Business & Compliance Manager, and project managers as needed. Help prepare annual operating budget for review and approval by Business & Compliance Manager and the CEO. Monitor and anticipate expenditures. Help reconcile operating budget accounts as needed by preparing and processing transfers approved by CEO. Provide weekly priority/activity reports to the CEO, and a more comprehensive monthly report for the CEO and executive staff. Process departmental payments for travel expenses, training, events, membership fees, reimbursement for CEO, and GCEDC staff when appropriate. Maintain spreadsheet-illustrating expenditures for software, publications, and membership fees to assist with budget projections for next fiscal year. Process requests for petty cash reimbursement. Process invoices against PO's as approved by staff. Track expenditures, advise staff of remaining balances and follow up for liquidation of open PO balances if applicable. Upon close out of PO's, scan to file and copy staff. Run financial reports for Capital Improvement Projects (CIP) as requested by staff/project managers. Prepare quarterly new business report for inclusion into the Quarterly Corridor Report. Perform research assignments, including setting up internet searches and conducting independent searches for articles that mention the City of Greenville and/or the GCEDC for the purposes of collecting marketing collateral and data. Convert and archive articles to shared drive. Classify data (e.g., Economic Development related articles as well as Living in Greenville, Business Climate, Arts & Entertainment, Parks & Outdoor, Ranking or Award) and enter into spreadsheet. Work with Real Estate Development Manager to maintain current listing of brokers, updating data in the Quarterly Real Estate Breakfast contact/invitation list. Research documents as requested by staff and pull executed copies of ordinances and resolutions for hard copy files, electronic files, the Directors development agreement, and parking files. Process timesheets and submit finalized approved summary report.

60%

• Schedule and Coordinate Meetings and Events: Maintain the CEO's calendar and schedule meetings with external and internal parties. Coordinate and arrange travel and event reservations for CEO, and GCEDC staff when appropriate. Ensure facility set up (internal and external), secure catering, process event fees, registration fees and travel reimbursements. Work in conjunction with Economic Development partner organizations to coordinate and schedule a wide variety of events, including economic development prospect, stakeholder, and delegation visits. Help coordinate and facilitate accommodations, verify number of attendees, review topics of interest requested, determine proper staff to address topics, verify staff availability, coordinate event space(s), prepare agendas and itinerary as needed. Prepare arrangements for the set-up for board and/or conference rooms as needed, including number of attendees and meeting locations. Maintain City Delegation spreadsheet illustrating demographic location and number of groups visiting the GCEDC and City of Greenville. Assist with planning and coordination of the Quarterly Real Estate Meeting by maintaining contact list and utilizing Eventbrite to extend invitations, track invitations and responses, track and reconcile e-mail bounces and verify number of registrants. Secure catering and follow up for vendor invoices and process payment. Maintain sponsorship spreadsheet and monitor expenditures. Provide periodic sponsorship reports to staff. Work with Business & Compliance Manager to provide periodic reports to staff illustrating overall project revenue, expenditures, and balance.

30%

• Special CEO Assignments: Perform other appropriate and time sensitive GCEDC support duties as assigned by the CEO, which may include direct support of other executives on the team who are working on a special project or initiative.

10%

Perform other duties as assigned.

Job Requirements

• Associate degree in secretarial science or business management.
  • Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an associate degree.
    • Over four (4) years of responsible administrative and staff support/office management experience.
      • Any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this job, may be substituted for evaluation at the discretion of City management.

Driver's License Requirements

• Valid South Carolina Class D Driver's License.

Performance Requirements

Knowledge of:

• Policies, regulations, procedures, and functions of the department to which assigned.
  • City operations, structure, and responsible parties.
    • Standard office practices and equipment.
      • Computer research techniques, methods, and procedures.

Ability to:

• Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the public.
  • Appropriately handle confidential information.
    • Use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.
      • Communicate basic to complex ideas verbally and in writing in a clear, concise and professional manner; prepare written reports, summarize meeting minutes, and compose emails, business letters, and various correspondence.
        • Maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain complex records using a variety of source materials.
          • Understand and follow complex oral and written instructions.
            • Work with frequent interruptions and changes in priorities.
              • Type, take, and transcribe dictation.
                • Review, proofread, and/or edit assigned work products to ensure correct grammar and consistency of format.
                  • Write reports, prepare business letters, summarize meeting minutes, and compose emails in a clear and professional manner.
                    • Read papers, periodicals, journals, manuals, and policies.
                      • Make basic mathematical calculations, track and reconcile expenditures, as well as ensure accuracy of invoices and other related documents.
                        • Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.
                          • Utilize specialized software and systems in performance of job duties which may include work management system, mapping system, and purchasing and financial systems.
                          
                          
                          

Working Conditions

Primary Work Location: Office environment.

Protective Equipment Required: None.

Environmental/Health and Safety Factors:

Relatively free from unpleasant environmental conditions or hazards. Rare exposure to mechanical hazards.

Physical Demands:

Continuously requires vision, hearing, and talking. Frequently requires standing, fine dexterity, walking, sitting, handling/grasping, crouching and stooping, and twisting. Occasionally requires lifting, carrying, reaching, kneeling, pushing/pulling, climbing, balancing, and bending. Sedentary strength demands include exerting up to 10 pounds occasionally or negligible weights frequently; sitting most of the time.

Mental Demands:

Frequently requires working closely with others as part of a team. Occasionally requires time pressures, frequent change of tasks, and performing multiple tasks simultaneously.

Americans with Disabilities Act Compliance

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.