Executive Assistant I

6 days ago

Flagstaff, Arizona, United States City of Flagstaff Full time

Administrative Duties:

  • Actively supports and upholds the City's stated mission and values. Under direction of the Community Investment Director, employees of this class are expected to perform daytoday activities associated with highly responsible and complex administrative duties of the Economic Vitality Division and the Community Investment Section.

ADMINISTRATIVE DUTIES

  • Supervisory: This job does not have formal supervisory responsibilities.
  • Budgetary: This job has responsibility for developing and submitting the budget and performance measures for Community Investment.
  • Strategic Planning: This job does not have strategic planning responsibilities but participates in the planning process and carries out daytoday activities to reach the stated goals and objectives.
  • Policies/Procedures: This job interprets and makes suggestions for the revision of policies and procedures and carries out daytoday activities in accordance with established policies and procedures.
  • Compliance: This job carries out daytoday activities in accordance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
  • Council Communications: This job has responsibility for direct communication with the City Council including drafting correspondence, researching issues, handling complex scheduling and travel arrangements, etc.
  • Reporting: This job is responsible for assisting in reporting to Federal/State/Local agencies such as the Environmental Protection Agency and with the Economic Development Administration.

Examples of the Work Performed:

EXAMPLES OF THE WORK PERFORMED (ILLUSTRATIVE ONLY)- Provides excellent customer service to both internal and external customers.- Provides administrative support to the Economic Vitality Director, the Community Investment Director and all program managers and administrators including drafting correspondence, researching issues, establishing and maintaining databases, preparing reports, scheduling appointments, and planning and coordinating special events and meetings including preparing agendas, purchasing food and other items, printing materials, etc.- Provides technical customer service support to other departments, staff, and the general public.- Creates and maintains various confidential records, files, and databases requiring compilation of varied information.- Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation.- Maintains and is responsible for all filing and purging of materials relating to the department or division.- Responsible as the point of contact for various outside locations within the division and supporting the division (i.e. Park Flag offices and NACET buildings) including monitoring facility contracts (i.e. janitorial), ordering supplies to support office functions, replacing and/or acquiring capital equipment as needed, as well as reviewing, interpreting and processing insurance documents and subleases to ensure the City's requirements are met.- Participating in procurement processes to include selection panels for contract awardees (i.e. janitorial, landscaping, etc.)- Coordinates informal procurement processes directly with support from Procurement.- Processes documents and enters payment requests for all requisitions, purchase orders, vouchers, p-card transactions, and allocates expenses to appropriate budget line items, as well as research of same as required.- Research and compiles information for special projects and reports.- Maintains highly confidential executive files (electronic and hard copy) in a comprehensive and easily accessible manner.

  • Is the Recording Secretary for the Beautification and Public Art Commission
  • Maintains the Community Investment Office's, physical inbox and calendars, including making travel arrangements, reservations for dinners, banquets, groundbreaking ceremonies, dedications, and other events requiring attendance by an executive official of the City.
  • Is the City Representative for the Brownfields Program, presents information to key partners in the community (i.e. Greater Flagstaff Chamber of Commerce), outreach, correspondence, data tracking, inventory of potential sites and reporting.
  • Prepares payroll and miscellaneous reports (including travel arrangement and reimbursements forms) and maintains office supplies.
  • Answers written and oral inquiries of a routine nature.
  • Provides secretarial and clerical support to administrative staff to include preparing, drafting, and proofing various reports, letters, and other correspondence; attending meetings and taking minutes; and answering the telephone.
  • Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the general public.
  • Files documents alphabetically, numerically, or by other prescribed methods.
  • Processes a variety of forms and pap

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