HomeMy WebLinkAboutEconomic & Community Development Administrative Assistant Job Description 06 2024
CITY OF MONROE
JOB DESCRIPTION
ECONOMIC & COMMUNITY DEVELOPMENT ADMINISTRATIVE ASSISTANT- CONFIDENTIAL
Supervised by: Director of Economic & Community Development
Supervises: None
Position Summary:
Under the general supervision of an assigned department head, provides high-level, confidential,
administrative support involving individual initiative, discretion, and judgment within the scope of
assigned authority, for a large, multi-faceted operating department. This position requires a high level
of discretion and confidentiality and the ability to manage projects and relationships both internally and
externally. May be assigned to any office within the scope of city operations.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions.
These examples do not include all of the duties, which the employee may be expected to perform. To
perform this job successfully, an individual must be able to perform each essential function satisfactorily.
1. Performs high level, confidential administrative work in support of the assigned department.
Serves as liaison for the department director and works directly with other administrators,
officials, employees, board and commission members, representatives of other governmental
units, developers, businesses and the general public.
2. Receives and screens telephone calls and visitors. Explains departmental procedures and
operations and addresses complaints, inquiries and requests for service independently. Follow-up
on complaints, correspondence and transactions to ensure deadlines, schedules and expiration
dates are observed.
3. Coordinates confidential materials on behalf of the Economic Development Director, City
Manager, City Council and City Attorney for litigation and City Council Closed Sessions.
4. Manages the department and director calendars with the understanding and anticipation of
operational challenges and is able to manage/reschedule priorities effectively and proactively.
Prepares meeting logistics, coordinates preparation and distribution of materials. Schedules
appointments for the department, director and other management staff. Maintains and cross-
references calendars to ensure efficient use of time and eliminate conflicts.
5. Assists the director to coordinate activities relatives to projects underway, including confidential
development projects, or to provide recommended course of action relative to administrative
support.
ECONOMIC & COMMUNITY DEVELOPMENT ADMINISTRATIVE ASSISTANT
6. Recommends and prepares administrative policies and procedures in assigned areas of
responsibility; confers with director to develop effective and efficient methods and techniques for
accomplishing objectives.
7. web pages in coordination with the Communications Department.
8. Coordinates with the Economic Development Director, City Manager, and the Administrative
Assistant to the City Manager on public relations and incident response.
9. Maintains office inventories and purchases office equipment, supplies, contracts and services
according to established procedures.
10. Transcribes or independently composes and proofreads routine and complex correspondence,
memos, reports, administrative regulations, committee actions, statistical tabulations and related
11. Reviews and prioritizes mail, drafts correspondence and refers in-depth matters to appropriate
staff members.
12. Arranges and attends meetings. Assists the director in compiling and assembling related
agendas, documents, information and data. Records, prepares and distributes minutes and
follows-up on suspended items and other matters. May be required to represent the director
depending on the complexity of the matter.
13. Creates and maintains various databases and comprehensive record keeping and filing systems,
including the maintenance of confidential materials and information. Prepares and manages
specialized files and reports.
14. May be responsible for various bookkeeping such as the processing of accounts payable and
payroll, required follow-up and the maintenance of related files.
15. s requested.
Generates reports to assist the director and other administrators in developing budget requests,
researches cost estimates and completes related assignments.
16. Arranges and reconciles travel, related expense advancements and reports, petty cash
reimbursements, business credit cards, and miscellaneous records.
17. Plans, researches, implements and oversees various special projects and programs particular to
the department as assigned. This may include the development of informational fliers and
announcements, and the organization of special events.
ECONOMIC & COMMUNITY DEVELOPMENT ADMINISTRATIVE ASSISTANT
18. Performs other related work as assigned and required.
Required Knowledge, Skills, Abilities, and Minimum Qualifications
The requirements listed below are representative of the knowledge, skills, abilities and minimum
qualifications necessary to perform the essential functions of the position. Reasonable accommodations
may be made to enable individuals with disabilities to perform the job.
Requirements include the following:
• Degree with additional specialized training or college-level courses in secretarial
science, office management, or a related area, and three years of secretarial experience, or an
equivalent combination of education and experience preferred.
• Works independently, proactively, and uses sound judgment skills daily.
• Candidates with knowledge of personnel administration and knowledge of effective office
practices and management, demonstrated ability to perform a variety of office tasks (such as
accounts payable, development of data tables, preparing descriptions of standard operating
procedures, and using tickler systems), exercise good judgment, and who demonstrate
thoroughness and/or dependability may be given preference.
• Generic knowledge of real estate site development project planning and execution.
• Knowledge of the structure, policies, procedures, and regulations of municipal government.
• Considerable knowledge of executive administrative office operations, procedures, and
practices.
• Ability to type with speed and accuracy and maintain complete confidentiality.
• Ability to gather data and prepare accurate and timely records, reports, notices, memos, and
letters.
• Ability to convey and understand information effectively and promptly through speaking, hearing,
reading, and writing.
• Ability to interact professionally, constructively, and diplomatically with top-level administrators,
other employees, representatives of the business community, other governmental units, and the
general public.
• Skill in the use of office equipment and technology, including Microsoft and Google Suite
applications and software specific to the department, and the ability to master new
technologies.
ECONOMIC & COMMUNITY DEVELOPMENT ADMINISTRATIVE ASSISTANT
Physical Demands and Work Environment
The physical demands and work environment characteristics described here are representative of those
an employee encounters while performing the essential functions of the job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate in person and
by telephone, read regular and small print, view and produce written and electronic documents and
enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office
setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms.
The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be
made, if needed, for office employees required to lift or move objects that exceed this weight.
The typical work environment of this job is a business office setting where the noise level is quiet and
sometimes moderate.
Updated on June 15, 2024