Administrative Assistant I/II/III - Economic Development

Starting hiring salary - Administrative Assistant I: $19.64 to $20.82 hourly

Starting hiring salary - Administrative Assistant II: $22.08 to $23.40 hourly

Starting hiring salary - Administrative Assistant III: $24.86 to $26.35 hourly

Administrative Assistant I: $19.64 - $26.11 

Administrative Assistant II: $22.08 - $30.25 

Administrative Assistant III: $24.86 - 34.08

DEFINITION

Perform a wide variety of responsible technical and clerical duties in support of management staff in the Brighton Economic Development Corporation (EDC), provide general information and assistance to the public. This position must work well independently and with the public, while providing excellent customer service and human relations skills, which support the EDC's mission and values.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from higher-level clerical and administrative staff. The Administrative Assistant may supervise other clerical employees.

EXAMPLES OF ESSENTIAL RESPONSIBILITIES AND DUTIES

Administrative Assistant I:

• Maintains calendars and schedules of activities, meetings and various events. Coordinates activities with other City departments, the public and outside agencies.
• Compiles data for special projects; collects and assembles data and background materials and assists in the preparation of a variety of reports including formal presentations.
• Maintains work schedules and prepares, maintains and forwards time sheets of departmental employees to payroll. Maintains attendance and leave records.
• Performs general clerical tasks including filing, managing schedules, and general bookkeeping.
• Operates a variety of office equipment including a computer; inputs and retrieves data and text; organizes and maintains electronic files, copies, scans and files.
• Addresses citizen concerns and directs concerns to appropriate city departments.   Orders and maintains office supplies.
• Assists at the front desk, as needed.
• Performs other duties and responsibilities as required.

Administrative Assistant II:

 All the items under Administrative Assistant I plus:

• Processes financial activity and records for the public/private operation with support of a bookkeeper. Works collaboratively with the bookkeeper and Finance Department to process accounts payable/receivable activity through QuickBooks and Innoprise.
• Serves as primary contact for vendors and service providers to set up and monitor accounts, collect payment, create/track invoices and receipts, and reconcile financial records and credit card statements.
• May collect fees, create receipts, make deposits, and reconcile financial records. May collect and acknowledge donations to the department/program.
• Types and proofreads a wide variety of reports, letters, memos and statistical charts; types from rough draft, verbal instructions or recordings; composes correspondence related to responsibilities assigned.
• Assists with department marketing efforts including brochures and communications such as newsletters, flyers, banners, advertisements, press releases, templates, website maintenance, etc. Coordinates mailing and distribution of materials.
• Screens office and telephone callers; responds to routine complaints and requests for information on regulations, procedures, systems and precedents relating to responsibilities assigned; receive and route mail.
• Compiles data for special projects; collects and assembles data and background materials and assists in the preparation of a variety of reports. Submits data and reports to appropriate agencies as needed.
• Organizes and maintains filing systems; maintains records related to Investor files and paperwork as it relates to policies, new member onboarding, invoicing, payment, and board activity; prepares and maintains case and/or project files.   Verifies and reviews materials for completeness and conformance with established regulations and procedures.
• Maintains knowledge of public safety practices, security operations, rules, regulations, precautions, prevention, and the protection of people, data, and property within the department.
• Performs other duties as required.

Administrative Assistant III:

  All the items under Administrative Assistant II plus:

• Makes administrative decisions and acts in the absence of their supervisor.
• Relieves the Department Director or other senior staff members of minor administrative details by preparing comprehensive reports; helping to compile and prepare the annual budget; monitoring approved budget accounts; recommending improvement in workflow, procedures, and use of equipment and forms.
• Exercises frequent independent judgment within agreed-upon limits.
• Schedules, prepares, and manages the logistical set up for the every other month Board of Directors Meeting, Annual Meeting, regular staff meetings and special events. Prepares meeting packets and ensures technology, food order and supplies are in place in advance of meeting, takes minutes and supports follow up action items as it relates to administrative tasks.
• Responsible for scheduling regular and special meetings and preparing agendas.
• May represent the City at various county and city functions, including the keeping of minutes.    Prepares confidential correspondence and maintains classified files.
• Performs other high-level secretarial functions, including receiving visitors, scheduling appointments, and making travel arrangements.
• Performs related duties as required.

QUALIFICATIONS

Knowledge of:

• Customer service techniques.
• English usage, spelling, grammar and punctuation.
• Modern office procedures, methods and computer equipment.   
• Microsoft Office software suite usage.
• Business letter writing and basic report preparation.   
• Principles and procedures of record keeping.
• Basic QuickBooks bookkeeping skills
• Photoshop, Illustrator, Adobe or other design software
• Basic changes and modifications to website

Ability to:

• Perform administrative work involving the use of independent judgment and personal initiative.
• Work as a team member of existing office structure and work independently in the absence of supervision.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Apply knowledge and reasoning and make timely decisions.   Compile and maintain records.   Communicate clearly and concisely, both orally and in writing.
• Manage, organize, and prioritize multiple projects and job tasks.
• Establish and maintain effective working relationships with other employees, supervisors, officials, and the public.

EDUCATION AND EXPERIENCE

Advancement to higher grade positions is subject to the approval of the Department Director and subject to position availability. A combination of experience and education that would provide the required knowledge and abilities would be:

Administrative Assistant I/II: High school graduation or equivalent supplemented by additional administrative training. Two (2) years of increasingly responsible hospitality and clerical experience, including dealing with the public preferred.

Administrative Assistant III: Graduation from high school/GED supplemented by specialized administrative training. Four (4) years of increasingly responsible secretarial experience, while dealing with the public. Experience working in the public sector is desirable.

PHYSICAL REQUIREMENTS

Ability to perform moderate physical work, and to lift and carry up to 25 pounds; ability to stand, walk, sit, ride, climb, reach, grasp and perform similar body movements; possess hand/eye/foot coordination adequate to operate office equipment including a computer keyboard and, in some positions, operate a vehicle. Ability to talk and hear in person and by telephone. Ability to see and read instructions, journals, charts, and characters on a computer screen.

SPECIAL REQUIREMENTS

Possession of a valid driver's license with a safe driving record.

Bilingual English/Spanish preferred.

Ability to complete FEMA ICS 100 and IS 700 training within six (6) months of hire.

Salary : $40,851 - $70,886