Community Development - Program Support Specialist

City of Waterloo, IA•Waterloo, IA

38d•$24 - $33

About The Position

Professional administrative position under the general direction of the Community Development Director, involving the performance of varied and complex professional, secretarial, and project-related tasks requiring the use of independent judgement, and exercising a high level of discretion in dealing with confidential matters. Work is performed with limited supervision.

Requirements

Thorough knowledge of secretarial functions, terminology, office procedures, and equipment.
Ability to maintain confidentiality regarding personnel and sensitive information.
Thorough knowledge of and ability to use Microsoft Office Programs: Word, Excel, Publisher and learn other specialized software applications appropriate to assigned duties and responsibilities; ability to enter and retrieve information and update records on a computer.
Ability to speak clearly and distinctly, write legibly, prioritize work, produce a quality product within strict timelines, and handle multiple tasks.
Ability to answer questions and provide information to the public and other City staff in person, by telephone or by email in a clear, concise and easily understandable manner.
Ability to interpret and exercise independent judgment and make decisions based on Community Development and City policies and applicable government regulations.
Ability to work with people from a broad variety of social, economic, racial, ethnic, and educational backgrounds.
Ability to work with frequent deadlines, with attention to detail, and complete tasks and documentation in a timely manner.
Associate's degree in Business Administration, Office Management, or Community Development related field with minimum two years' experience or administrative secretary in an office setting.
Any equivalent combination of experience and training that provides the knowledge, skills, and abilities necessary to perform the essential functions of the position.
Sufficient clarity of speech and hearing that permits the employee to communicate effectively with supervisors, other employees, and the public in person or by telephone.
Sufficient vision and manual dexterity permitting the employee to operate a computer and other standard office equipment, handle files and other papers, perform customer service duties and other secretarial responsibilities.
Sufficient personal mobility permits the employee to move from one work area or City Hall location to another.
Sufficient mobility that allows the employee to perform seated work 90% of the time and walking/standing work 10% of the time.

Nice To Haves

Previous experience working in a city government office is preferable.

Responsibilities

Proficient in utilizing a variety of Microsoft Office programs or the applicable software. Uses a computer to prepare legal documents, contracts, letters, memos, agendas, minutes, reports and forms, from rough drafts and composes documents for review by a supervisor.
Prepare weekly payment vouchers for invoices from the contractors, sub-recipients, and other Community Development vendors.
Prepares bi-weekly payroll on applicable software and maintains individual benefit records for the department.
Prepares and compiles monthly agenda packets for the Community Development Board and assists in taking and transcribing minutes for each meeting.
Review, sort, and distribute office mail. Answer incoming phone calls and respond to inquiries for information, providing information based on knowledge of Community Development policies, regulations and procedures or direct inquiries to the appropriate person.
Assists with file and loan document preparation for the Down Payment Assistance Program, coordinating details electronically with the lender, realtor, and client for each loan closing.
Prepares, records, files and monitors loan subordinations, mortgages, and releases for the Community Development Program.
Prepares and submits all Council Agenda items and requests. Prepares and submits publications for the department.
Maintain petty cash accounts for the department.
Designated as an authorized IDIS and LOCCS used for approving drawdowns in the reporting systems.
Maintains office filing systems and assists in collecting data for reports and applications.
Assists applicants with the application process, performs initial data entry on applicants, updates and maintains electronic and paper applicant files, including making appropriate entries into the applicant database or other databases. Determines applicant income eligibility.
Communicate with and maintain effective working relationships with supervisors, coworkers, elected officials, other City department administrative and clerical staff, contractors, and the public.
Makes decisions and performs duties in accordance with Community Development, City, HUD, and OSHA policies and procedures and safety practices.
Works independently and with others with minimal supervision under strict time constraints.
Performs all other duties as assigned.