Executive Assistant - Community Investment

City of Flagstaff•Flagstaff, AZ

7d•Onsite

About The Position

The Executive Assistant provides high-level administrative support to the Economic Vitality Director and the Community Investment Director, supports Community Investment programs, and serves as a staff resource to the Beautification and Public Art Commission. The role delivers customer service to internal and external customers; prepares correspondence, reports, records, and payment documents; coordinates schedules, meetings, events, and travel; and maintains confidential files, office records, supplies, and calendars. The position also supports facilities and outside locations within the division, participates in procurement activities, processes financial and purchasing paperwork, maintains applicable website information, and helps programs create content and social media posts. It serves as Recording Secretary for the Beautification and Public Art Commission and provides a range of clerical and administrative support to staff and the public.

Requirements

Associate’s degree.
Two years of highly responsible administrative experience, including support to management, senior staff, or a department or division.
Relevant education and experience may be substituted on a year-for-year basis.
Ability to handle sensitive material confidentially.
Must possess, or obtain upon employment, a valid Arizona driver’s license.
Regular attendance is an essential function of the job.

Nice To Haves

Experience working in a political environment and with elected officials.

Responsibilities

Provide customer service to internal and external customers, departments, staff, and the public.
Provide administrative support to the Economic Vitality Director, Community Investment Director, program managers, and administrators, including drafting correspondence, researching issues, maintaining databases, preparing reports, scheduling appointments, and coordinating meetings and events.
Create and maintain confidential records, files, and databases; proofread correspondence and reports; and manage filing and records purging.
Support division-related outside locations, monitor facility contracts, order supplies and equipment, and review and process insurance documents and subleases.
Participate in procurement processes, including selection panels, and coordinate informal procurement with Procurement support.
Prepare and process requisitions, purchase orders, vouchers, p-card transactions, payment requests, and expense allocations; research related items as needed.
Research and compile information for special projects and reports, and maintain confidential executive files.
Serve as Recording Secretary for the Beautification and Public Art Commission, including attending meetings and taking minutes.
Maintain the Community Investment Office’s physical inbox and calendars, and arrange travel, reservations, and event attendance for executive officials.
Maintain applicable website information and serve as a contact for programs including chooseflagstaff.com and ParkFlag; assist with content creation and social media posting.
Prepare payroll, travel, reimbursement, and miscellaneous reports; maintain office supplies and forms.
Answer routine written and oral inquiries; receive, sort, and distribute correspondence and information; and process forms and paperwork.
Type, data enter, or word-process technical documents and compile data and reports using program-specific software.
Perform other duties as assigned.

Benefits

Arizona State Retirement System with 100% match; mandatory employee contribution rate is approximately 12%.
Deferred compensation options.
Up to 4% annual pay-for-performance increase.
Group health, dental, and vision insurance.
Flexible spending and health savings accounts.
13 paid holidays, vacation, sick leave, personal leave, paid parental leave, bereavement leave, and jury duty leave.
Life insurance, AD&D, short- and long-term disability, and voluntary life insurance.
First-time homebuyer assistance.
Qualified Public Student Loan Forgiveness.
Employer tuition assistance.
Employee clinic, telehealth, wellness program and incentives, tobacco cessation program, and Employee Assistance Program.
Employee recognition programs.
Employee discounts, including Mountain Line Bus Eco Pass, Aquaplex, and recreation centers.