JOB
This role provides administrative and operational support for workforce development and small business programs by coordinating program activities, managing records and compliance, assisting with contracts and reimbursements, supporting communications with businesses and community partners, and ensuring efficient operations through strong organization, scheduling, and customer service.
Core Responsibilities:
Program & Incentive Support
Contract & Financial Coordination
Stakeholder Coordination & Customer Service
Administrative & Operational Support
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Support the administration of small business and workforce programs, including CTIP and related initiatives
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Coordinate application intake, track submissions, and maintain organized program records
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Assist in monitoring program performance and maintaining reporting data
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Ensure documentation is complete, accurate, and aligned with program requirements
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Support contract processing, including routing, tracking, and maintaining contract files
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Review reimbursement requests and supporting documentation for completeness
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Assist with voucher processing and tracking of program expenditures
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Maintain accurate, audit-ready files for contracts and financial records
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Serve as a point of contact for workforce inquiries and program-related questions
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Coordinate communication and follow-up with applicants, partners, and stakeholders
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Support scheduling of meetings, business visits, and partner coordination
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Maintain professional, responsive, and customer-focused interactions
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Track program activity, deadlines, and key deliverables across multiple initiatives
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Prepare materials, summaries, and reports to support program operations and leadership updates
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Maintain organized systems for tracking applications, contracts, and communications
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Support internal coordination across departments to ensure alignment and efficiency
What Success Looks Like in This Role
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Provides reliable administrative support to ensure efficient program delivery and operations.
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Maintains accurate records while processing applications, contracts, and reimbursements in a timely manner.
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Communicates effectively with businesses, partners, and staff while delivering excellent customer service.
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Supports transparency and accountability through strong organization, tracking, and documentation.
The duties of this unclassified employee are to provide clerical, technical, and administrative assistance in the daily operations of an assigned service area or department; provides administrative/clerical support to an assigned director/agency head; and has input on decisions and problem solving related to assigned area of responsibility. Performs related duties as required. Unclassified employees serve at the pleasure of the appointing authority and report to the director/appointing authority. EXAMPLE OF DUTIES (Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs which may be required.)
Knowledge of:Principles and procedures of record keeping.English usage, spelling, grammar, and punctuation.Departmental procedures, policies, and rules.Basic principles and practices of budget preparation.Basic principles and practices of accounting, as appropriate to assigned area.Basic principles of project management, as appropriate to assigned area.Principles and practices of mathematics.Principles and practices of statistics, as appropriate to assigned area.Modern office procedures, methods, and computer equipment.Principles and practices of program development and administration.Principles of business letter writing and report preparation.Pertinent federal, state, and local laws, codes, and regulations.Management skills to analyze programs, policies, and operational needs.Various software and mainframe applications as appropriate to assigned area of responsibility.Video production as appropriate to assigned area of responsibility.Grant application process and administration as appropriate to assigned area of responsibility.
Skill to:Operate assigned vehicle, machinery, equipment, and tools as appropriate to assigned area of responsibility.Install, use, and upgrade a variety of computer applications, software, hardware, LANS, WANS, etc., related to assigned area of responsibility.Utilize Microsoft Office suite applications or similar productivity software
Ability to:Interpret and apply departmental policies and procedures.Work independently in the absence of supervision.Research, analyze, and evaluate programs, policies, and procedures.Prepare clear and concise reports.Communicate clearly and concisely, both orally and in writing.Establish and maintain effective working relationships with those contacted in the course of work.Follow all safety rules and regulations of the department to which assigned.Identify and respond to issues, concerns, and needs.Learn total quality management principles and practices.Analyze problems, identify alternative solutions, and project consequences of proposed actions.Prioritize multiple duties and manage time related to assigned area of responsibility.
Examples of Work Performed:(Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks that may be performed.)
Provides clerical, technical, and administrative assistance to assigned supervisor in support of assigned city programs; assists supervisor with department's management systems which may include personnel management, purchasing processes, training programs, or others.
Collects, compiles, and analyzes information from various sources on a variety of specialized topics.
Utilizes computerized software packages to provide and evaluate statistical trends and narrative/information reports; uses spreadsheets to enter and manipulate data in order to produce technical information.
Contacts appropriate parties to elicit information for projects or contracts; extracts data from a variety of sources; compiles and evaluates data and information; advises internal and external customers about guidelines; reviews invoices, evaluates adjustments, and performs cost studies; reviews necessary reports for adherence to standards and criteria; contacts appropriate parties to resolve any problems or discrepancies; prepares a variety of activity reports pertaining to assigned responsibilities.
Prepares a variety of statistical and narrative reports within functional area related to operational activity, survey results, and special projects; searches appropriate primary and secondary source material; elicits information from appropriate parties; evaluates data and prepares reports on findings; may participate in operational service reviews in areas of responsibilities.
Prepares presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases, and spreadsheets
Resolves difficult or sensitive customer service inquiries or problems; advises public on complex rules, policies, and procedures; responds to inquiries from employees and the public.
Researches information, organizes, evaluates, and compiles results and prepares detailed summaries, tracks progress of projects and payment expenditures and reimbursements.
Prepares and processes administrative documents such as vouchers, permits, personnel actions, requisitions, and contracts; prepares documents for purchasing, fiscal, project or program areas; maintains a variety of records and files.
May perform general office/secretarial tasks such as but not limited to monitoring/ordering standard office supplies; collating and assembling documents; accepting and delivering inter-departmental correspondence, photocopying/faxing correspondence and reports; attend meeting and take/distribute minutes; scheduling appointments and maintaining supervisor's calendar; screening calls/visitors; making travel arrangements.
Works independently with recurring work on their own initiative; supervisor assists with projects or situations not previously encountered or where new/revised regulations or procedures apply.
May coordinate various financial activities that may include preparing reports for the City Finance Department, monitoring and submitting requisitions, and establishing purchase orders.
May assist department supervisory and management staff in annual budget development and administration processes; research and collect data; identifies need for budget adjustments and modifications as appropriate and necessary.
May compile, calculate, maintain and review departmental payroll; verifies time sheets.
May assist in staff training and development.
SUPPLEMENTAL INFORMATION
Environmental Conditions: Office environment; exposure to computer screens; possible exposure to outside and inside working conditions; working closely with others; maybe required to work alone and unsupervised; may be exposed to excessive noise and moving objects/ vehicles; may be required to work irregular hours.
Physical Conditions: Duties require maintaining physical condition necessary for sitting, standing, and walking for prolonged periods of time; may require light to moderate lifting, reaching, pulling, and carrying; manual dexterity and audiovisual and linguistic acuity required.
Probationary Period: N/A
Supervision Exercised: May supervise or lead the work of other support, clerical and/or temporary staff as assigned. This can involve scheduling or reviewing work, providing some on-the-job training, and conducting or providing input with respect to performance management process.
HR Contact: [email protected]