Office Administrator - Neighborhood and Business Development

***Equal Opportunity Employer***

***Women and Minority Applicants are encouraged to apply.***

**City of Syracuse residency will be required.**

**If you are not a resident, you have six (6) months from your date of hire to establish residency.**

The City of Syracuse Department of Neighborhood & Business Development is currently looking for qualified candidates for the position of Office Administrator.

The work involves responsibility for assisting the Commissioner, Deputy Commissioners, and division heads or program administrators in the performance of a wide range of administrative duties. This is professional level work providing assistance in planning, coordinating or administering Neighborhood and Business Development (NBD) programs. Work will include clerical and administrative duties to help the Department operate more efficiently. Assignments typically involve management of calendars/scheduling, maintaining and organizing files and departmental information, preparing invoices for billing, as well as vouchers and purchasing requisitions for vendor payments, and assisting with research and other technical duties to support NBD’s programs. The role also involves drafting/editing and disseminating communications regarding NBD’s goals, programs, and objectives, including website postings, social media content, advertisements and other printed material to promote, publicize and clarify the department’s functions. The incumbent evaluates or assists in the evaluation of information materials to ensure these materials meet the informational needs of the public. Routine duties are performed in accordance with general directions and departmental objectives, policies and procedures, more complex assignments are discussed with a supervisor. Other related work activities will be performed as required. The incumbent works under general supervision of the Commissioner of Neighborhood and Business Development.

TYPICAL WORK ACTIVITIES

· Performs various administrative tasks such as answering phones, reading incoming mail and email, and either answering general inquiries directly or routing more specific or technical inquiries to the proper official or unit in a timely fashion; maintains and manages office supplies and purchasing in line with departmental budgets; prepares written and oral reports; meets with departmental staff members to identify and define administrative difficulties, and makes recommendations for administrative improvements/efficiencies; maintains contacts with units within department and with other public and private agencies, and develops improved services and public relations; when assigned, may represent department head in attending meetings and conferences.

· Supports the administration of NBD associated public authorities — the Syracuse Industrial Development Agency, Syracuse Local Development Corporation, Syracuse Urban Renewal Agency, the Syracuse Housing Strategies Corporation Syracuse Economic Development Corporation — and may be responsible when necessary for posting all public notices, agendas, and other documents timely and taking official minutes at public meetings,

· Completes research assignments as directed, including review of agency records and other governmental and nongovernmental sources for relevant textual and arithmetic data, and compilation of that data into a format which facilitates the evaluation of programs and services by a program administrator.

· Prepare information for the department by researching and writing communications materials for dissemination via multiple channels including the City’s website, social media sites, and email distribution of content. Replies orally or in writing to inquiries for information about agency goals, objectives and programs.

· Collects, assembles and compiles information on departmental activities; Compiles and maintains mailing lists for distribution of agency or department activities; Prepares exhibits and other public displays for presentations; Assists officials and staff in editing articles, speeches, and correspondence

MINIMUM QUALIFICATIONS:

· A. Bachelor's degree in public administration, business administration, communications, or other related field, or;

B. Four (4) years of paraprofessional or professional level work experience, or its part-time equivalent; or,

C. Four (4) years of clerical work experience which must have been in either a supervisory capacity or in a nonsupervisory, advanced capacity, such as executive secretary to a department head, second-line supervisor, or administrator.

· Excellent written and communication skills. Highly organized, detail oriented, and ability to multitask and apply critical thinking when needed in creative problem-solving scenarios.

· Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) required. Experience with website publishing software and tools, and software systems such as PeopleSoft is preferred.

The Affirmative Action Policy of the City of Syracuse is to provide equal employment opportunity for all individuals regardless of race, color, sex, religion, creed, age (18 and over), marital status, national origin, disability, veteran status, gender identity or gender expression, sexual or affectional preference or orientation, or any other classified group within the protected class. If you have a disability for which you wish special accommodation to be made, contact the Department of Personnel at One Park Place, 300 S. State St., 7th FL at 315-448-8780 or Personnel@syr.gov.

Job Type: Full-time

Pay: $55,000.00 - $58,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Are you a resident of the City of Syracuse? If not, are you willing to establish residency within six (6) months of your date of hire?

Work Location: In person

Salary : $55,000 - $58,000