[Hiring] Executive Assistant - Community Investment @City of Flagstaff

Role Description

Play a key role in supporting the City’s economic development efforts! This position provides high-level administrative support to both the Economic Vitality Director and the Community Investment Director, while also contributing directly to the programs within the Community Investment Section. Additionally, this role serves as a vital staff resource to the Beautification and Public Art Commission, helping bring community-enhancing projects to life.

• 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 of Community Investment including:
  • Drafting correspondence
  • Researching issues
  • Establishing and maintaining databases
  • Preparing reports
  • Scheduling appointments
  • 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 or support for various outside locations within the division and supporting the division (i.e. Park Flag offices and MOONSHOT/NACET buildings) including:
  • Monitoring facility contracts (i.e. janitorial)
  • Ordering supplies to support office functions
  • Replacing and/or acquiring capital equipment as needed
  • 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. artist selections, 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.
• Maintains applicable website information and is the point of contact for multiple and varied programs including chooseflagstaff.com and ParkFlag.
• Assists programs with content creation and social media posting to maintain connectivity with the community.
• 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
  • 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 paperwork, using established procedures.
• Types, data enters, or word-processes a variety of technical documents; compiles data and prepares reports using program specific software (i.e. Smartfolio).
• Assembles and compiles a variety of data from office records for incorporation into reports; prepares various reports.
• Monitors and maintains office supplies, business forms, and/or application forms.
• Other duties as assigned.

Qualifications

• Associate’s degree.
• Two (2) years of highly responsible administrative experience including support to management, senior staff, or a department or division.
• Any combination of relevant education and relevant experience may be substituted on a year-for-year basis.
• Experience working in a political environment and with elected officials (desired).

Requirements

• Ability to handle sensitive material in a confidential manner.
• Must possess, or obtain upon employment, a valid Arizona driver’s license.
• Regular attendance is an essential function of this job to ensure continuity.

Benefits

• Competitive pay and outstanding benefits.
• Annual salary of $49,608.00 - $74,422.40, based on the candidate's qualifications and experience.
• Arizona State Retirement System with 100% Match.
• Deferred Compensation Options.
• Up to 4% Annual Pay for Performance Increase.
• Group Insurance including Health, Dental and Vision coverage.
• Flexible & Health Savings Accounts.
• 13 Paid Holidays, Vacation, Sick Leave, Personal Leave, Paid Parental Leave, Bereavement, Jury Duty.
• Life Insurance, AD&D, Short- and Long-Term Disability and Voluntary Life Insurance.
• First-Time Homebuyer Assistance.
• Qualified Public Student Loan Forgiveness Employer.
• Tuition Assistance.
• Employee Clinic, Telehealth, Wellness Program & Incentives.
• Tobacco Cessation Program.
• Employer Assistance Program.
• Recognition including Workiversary, Wonderful Outstanding Worker (WOW), On-the-Spot, 7k Award, and City Manager's Excellence Awards.
• Employee Discounts: Mountain Line Bus Eco Pass, Aquaplex, and Recreation Centers.