RATE OF PAY $28.15-$34.50 PER HOUR (D.O.E.)
THIS IS A FT POSITION WITH BENEFITS
JOB SUMMARY:
The Administrative Assistant II serves as the primary administrative and operational coordinator for the Economic Development Department and provides advanced administrative support to the Property & Environmental Services, Special Events, and Housing divisions. The position coordinates departmental operations, executive workflow, financial administration, boards and committees, public processes, records management, and cross-department initiatives requiring independent judgment and minimal supervision. The Administrative Assistant II identifies opportunities to improve administrative systems and serves as a resource for administrative coordination across supported departments.
TYPICAL DUTIES:
Executive & Department Operations
- Serves as the primary administrative coordinator supporting department leadership across Economic Development, Housing, Property & Environmental Services, and Special Events.
- Coordinates executive calendars, department priorities, workflow, meetings, and follow-up actions across multiple programs and initiatives.
- Anticipates operational needs, organizes competing priorities, and ensures timely completion of department administrative functions.
- Coordinates administrative support across multiple functional areas and assists in assigning work to part-time administrative staff, as assigned.
Financial, Procurement & Administrative Functions
- Administers departmental financial processes, including purchase orders, invoice processing, budget tracking, reconciliation activities, and expenditure monitoring.
- Coordinates contracts, agreements, RFPs, RSOQs, grants, and related procurement documentation.
- Coordinates GRAMA requests, document collection, records review, and statutory response tracking.
- Maintains department records management systems, filing systems, workflow tracking, and organizational documentation.
- Recommends and implements improvements to administrative systems and operational processes.
Public Process, Boards & Committees
- Coordinates administrative support for assigned boards, commissions, and advisory committees.
- Prepares agendas, meeting packets, minutes, public notices, resolutions, member appointment materials, and official records.
- Coordinates board recruitment, records retention, and compliance with applicable public meeting and records requirements.
- Tracks board actions and follow-up assignments to support timely implementation.
Communications & Department Coordination
- Coordinates departmental correspondence, presentations, reports, website content, public information materials, and administrative communications.
- Assists with preparation of City Council materials, presentations, and department reports.
- Coordinates public outreach activities, meeting logistics, and community engagement support.
- Serves as a primary customer service contact for complex administrative inquiries and coordination with internal departments, consultants, partner agencies, and the public.
MINIMUM QUALIFICATIONS:
- High school diploma or equivalent.
- Four years of progressively responsible experience in office administration, executive support, departmental operations, project coordination, or related administrative work requiring independent judgment.
- Valid state driver’s license.
PREFERRED QUALIFICATIONS:
- Associate's or Bachelor's degree in Business Administration, Public Administration, Communications, Organizational Leadership, or a related field.
- Experience working in municipal government or another public sector organization.
- Experience supporting executive leadership, boards, commissions, or public meetings.
- Experience coordinating procurement, contracts, financial tracking, records management, or compliance-related administrative processes.
- Experience developing or improving administrative procedures, workflows, or office systems.
- Experience coordinating websites, public communications, or customer-facing information.
- Ability to communicate orally in Spanish preferred.