Administrative Coordinator/ Economic Development

Job Description

Job Description

The purpose of this position is to provide administrative support to the respective department. Essential duties include:

• Greets visitors; provides information and assistance; takes messages; answers telephone and email correspondence; refers to appropriate personnel; generally, the first point of contact.
• Receives customer complaints and inquiries; resolves or forwards to appropriate personnel.
• Prepares correspondence, memoranda, forms, invoices, expense reports, purchase or work orders,
• reports and check requests, agenda items, and other documents as needed.
• Organizes and files all departmental correspondence, financial documents, and other departmental significant forms.
• Orders office and operating supplies and maintains inventory for the department.
• Ensures copier, fax and other related office equipment are in working order and fully stocked each day.
• Receives or retrieves, sorts and distributes incoming and outgoing mail and shipments.
• Performs related duties as assigned.

Department Specific Duties include :

Economic Development:

• Assists with the rentals of Historic City Hall, including scheduling, booking, tours, record keeping, rental contracts, and payments for outside vendors and internal city events.
• Schedules maintenance and repairs of Historic City Hall in conjunction with Public Works staff.
• Ensures custodial supplies are stocked daily and coordinates with Public Works to ensure the facility is always clean and orderly.
• Responsible for Historic City Hall's inventory system, including internal event inventory checkout procedures and inventory organization for all related event items.
• Supports the Economic Development Director with preparing for monthly meetings, including agendas, taking and compiling minutes, obtaining financial statements, sending out board packets via email, providing appropriate notice to the media, and having the meeting space ready for the day of the meeting, including setting up Zoom and/or Teams.
• Assists Business Relations Manager and Economic Development Director with business support and initiatives, including deliveries and communication.
• Assists Business Relations Manager and Economic Development Director with monthly and annual assessments and reports.
• Supports the Economic Development Director and Business Relations Manager with recordkeeping, filing, purchasing, budget monitoring, accounting, bill paying, monthly credit card statements, receipt verification, tracking, and coding department expenditures correctly.
• Supports Economic Development Director with program contracts, check requests, board member travel, and registration for the Downtown Development Authority and Urban Redevelopment Agency.
• Assists with maintaining the business directory.
• Must obtain notary within 60 days of start date.
• Assist Business Relations Manager with various tasks related to existing business visits, marketing, advertising, and preparation of meetings.

***Must have occasional flexibility to work after-hours or weekends.***

$22.49 per hour with competitive benefits package including generous pension plan.