Summary
This position provides complex and specialized administrative coordination for the Economic Development Team that supports the agency in providing resources for community-based property owners, small businesses, and non-profits, fostering economic opportunity and wealth creation for people of color and underserved communities.
Accepting applications through Monday, July 27th.
Functions and Responsibilities
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Provides service and technical support to outside partners, clients, and general inquiries including screening and directing inquiries, answering questions, and assisting clients with the administration related to department programmatic work.
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Coordinates and collaborates with team and other internal stakeholders on grant and contract administration.
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Coordinates the intake for external inquiries related to projects and programs.
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Serves as an agency resource for process, policy and procedure.
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Makes recommendations and participates in process and program improvements related to rules, procedures, content, and software applications; coordinates or assists with their implementation within the department.
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Composes, types, formats, and proofreads technical reports, tables, charts, statistics, spreadsheets, forms, contracts, agreements, and other materials; provides technical analysis and research as needed.
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Creates, maintains, and organizes files, records, databases, logs, and agency resources.
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Drafts, sets up, reviews, and processes contracts, purchase orders, and amendments. Encumbers funds in accordance with policy and procedure.
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Processes and tracks payments and invoices; monitors contract/purchasing use.
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Reviews a variety of documents for consistency with agency guidelines, policies, and practices.
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Collects and records documents to ensure compliance and reporting requirements.
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Provides administrative and clerical support to the agency including but not limited to scanning, copying and filing; sorting and preparing mail; screening and routing calls; routing documents for signature; updating agency resources, scheduling and coordinating agendas for meetings, and other related department administrative functions.
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Assist with planning and execution of events including venue reservation, catering, room set up and tear down, and capturing meeting feedback.
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Supports other administrative staff, including assisting in their absence as assigned.
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Assists the agency with special projects, committees, and other relevant duties as assigned.
Scope
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Operates under general supervision. Duties are typically routine and follow specific procedures or policies. Receives general instruction on new assignments. Work is periodically reviewed.
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Follows policy and procedure and may make decisions within routine, established aspects of responsibilities. Deviations from the norm often require discretion and oversight.
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Decisions and errors can have minor financial or operational impact on the agency.
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Position involves a moderate level of complexity due to the tight timelines, frequent interruptions, the need to prioritize multiple assignments, the interaction with external stakeholders and the need to use discretion in those interactions.
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Position has no supervisory responsibilities; however, may oversee the work of or train student staff. Position reviews the forms and related documentation of others to ensure compliance with established policy and procedure.
Competencies
Putting People First, Inclusion & Collaboration
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Interpersonal Skills: Ability to build constructive and trusting relationships. Exercises tact, patience, and discretion.
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Mission-Driven Service: Ability to provide excellent service by demonstrating a people-oriented mindset and a willingness to help. Ability to train and provide guidance to others.
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Teamwork: Ability to work with others inclusively and collaboratively.
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Communication: Effective use of both verbal and written communication.
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Cultural Curiosity and Reflection: Ability to learn and use culturally responsive practices to understand, communicate, and work with people across cultures and identities. Honors and embraces differences and models inclusivity in interactions.
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Advancing Equity: A demonstrated commitment to advancing social and racial equity. Ability to learn, understand, and attempt to apply equity to work.
Excellence, Innovation & Learning
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Knowledge: Excellent knowledge and skill of complex clerical and administrative functions and best practices. Demonstrated knowledge and use of Microsoft Office and other software applications, particularly with MS Excel. Understanding of grant administration and general facets of economic development. Familiarity with business practices such as accounting, budgeting, and records management. Basic understanding of public administration.
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Continuous Learning: Openness to new ideas. Ability to ask for help and learn from experiences.
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Problem Solving: Apply research, analytical, and problem-solving skills to evaluate work and find smart solutions. Exercises sound judgement in carrying out responsibilities. Ability to apply law, policy, and procedure to work.
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Adaptability: Flexibility to respond to shifting and competing work demands. Perseveres in the face of obstacles.
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Planning and Organization: Ability to organize work, set priorities, and monitor work. Detail-oriented. Ability to apply planning and process mapping for agency workflow.
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Accountability: Takes responsibility for one’s actions. Follows through on commitments and meets deadlines. Maintains confidentiality as appropriate.
Minimum Education, Training and/or Experience
Five years of experience in office administration, clerical support, loan administration or servicing, grant administration, purchasing, accounting, or equivalent experience. An Associate, Bachelor’s, or Master’s degree will substitute for up to one year of experience.
Physical Requirements
Position requires the ability to remain in a stationary position for extended periods and the ability to frequently move throughout the office. Position often uses a computer and other standard office equipment. Position must communicate and interact with internal and external stakeholders.
Working Conditions
Normal working hours Monday through Friday [8 AM – 5 PM] in a combination of in-person and remote work; however, additional hours may be needed to meet deadlines. Position rarely requires travel to external meetings or events. Position will be expected to engage in conversation and personal reflection around race, racism, and equity.
