Community Development Executive Assistant

Job Description

GENERAL PURPOSE

Under the general supervision of the Community Development Director, performs a variety of complex, responsible and confidential administrative duties including, but not limited to: accounting, budgetary, secretarial/reception, purchasing, project research, office supervision, record storage and clerical functions, grant writing and administration. Provides assistance to the Director and performs other department and Redevelopment Agency (RDA) related work as required. This is an executive management support position which requires professional judgment to accurately assess and manage the financial functions and administrative effectiveness of the department.

SUPERVISOR

Community Development Director

POSITION(S) SUPERVISED

Community Development Support Technicians

ESSENTIAL JOB FUNCTIONS

Meet performance standards established with the employee's manager.

Job attendance is required, except for authorized leave.

Provide administrative support to the Director for all projects, programs, and day-to-day operations of the department.

Create Planning Commission packets and public notices.

Attend and transcribe minutes for Planning Commission and Development Review Committee meetings.

Assist Director with CDBG activities.

Oversees the Community Development Support Technicians including scheduling and providing backup and support to the counter staff.

Assist the Planning Department in providing information regarding routine zoning questions, on the phone and at the counter.

Coordinate telephone and walk-in traffic of the department.

Maintain department website contact and other relevant information.

Assist department in preparation and writing of possible grants and similar applications.

Work with Director on preparing newsletter articles.

Work with Director on coordinating office management and scheduling needs for the department.

Operate word processing equipment and computer; type correspondence; prepare letters and materials for mailing; collect, organize, and prepare data for departmental reports.

Organize and maintain department filing system and control records and indexes.

Schedule meetings and plan agendas for the director and other departmental personnel.

Acts as a liaison with other departments, divisions, outside agencies, committees, or boards.

Processes requisitions and invoices and prepares various budget reports.

Screen visitors, telephone calls, and mail directed to the department. Assist the department in providing information regarding redevelopment activities on the phone or at the counter.

Research topics or issues, collects, and tabulates data, and composes/word-processes narratives and spreadsheet presentations.

Composes and types memoranda, reports, and other correspondence. Authorized to respond in writing on behalf of departments and divisions.

Make travel arrangements.

Perform other duties as assigned or required.

MINIMUM QUALIFICATIONS

Education and Experience:

Bachelor's Degree in business or related field; plus, four (4) years of general office experience providing complex administrative support and clerical responsibilities or an equivalent combination of education and experience that has developed the required knowledge, skills, and abilities.

Prefer experience in local government planning, development or building department.

Special Qualifications, Licenses, Certifications:

Must possess and maintain a valid Utah Driver's License with periodic verifications by the city.

Must be able to pass a pre-employment drug test, background check, and driving record check.

Knowledge, Skills and Abilities:

Ability to type 60 wpm.

Computer basics.

Modern office practices and procedures.

Secretarial procedures and methods related to filing and documenting.

English composition, spelling, grammar, and related correspondence skills.

Bookkeeping or accounting.

Experience and expertise in spreadsheets.

Skill in the operation of office machines, computers, and word processors.

Ability to operate standard office equipment.

Communicate effectively verbally and in writing.

Make basic decisions where established procedures do not always apply.

Perform basic mathematical computations.

Ability to develop effective working relationships with directors, employees, and the public.

Ability to manage small projects with little guidance and supervision.

Working Conditions: Employee(s) in this position perform in generally comfortable conditions involving intermittent sitting, standing, walking, stooping, and reaching. While performing the duties of this job, the employee must occasionally bend, lift and/or move up to 25 pounds. Talking, hearing, and seeing required in the normal course of performing the job. Common eye, hand, and finger dexterity are required to perform essential functions. Mental application utilizes memory for details, verbal instructions, emotional stability, critical thinking, and creative problem solving. Periodic local travel required in the course of performing portions of job functions. Considerable exposure to stress as a result of human behavior, frequent deadlines, and the general demands of the position.

NOTICE

This job description in no way states or implies that these are the only tasks to be performed by the employee occupying this position. He or she will be required to follow any other instructions and to perform any other job-related duties requested by his or her supervisor. It is the policy of Midvale City to provide and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination because of race, color, sex, religion, national origin, age, or disability. Human Resources will provide reasonable accommodation for any applicants during the selection process. If you have special needs, please call . In the interest of the workplace and public safety, all offers, or employment are contingent upon the successful completion of a chemical screen for the purpose of detecting the presence of alcohol and/or controlled substances in the body. Midvale City requires, as condition of employment, the use of direct payroll deposit to a bank or savings account.

APPLICATIONS AND RESUME must be submitted online at Midvale.Utah.gov. This position is open until filled with the first review on June 23, 2025.

MIDVALE CITY IS AN EQUAL OPPORTUNITY EMPLOYER

This job is contingent upon successful completion of a drug test and a thorough investigation into your background, references, employment record, driver's license record and other matters related to your suitability for employment. In accepting this job offer with your signature below, you hereby authorize us to contact persons, schools, current employer (if applicable), and previous employers and organizations to obtain any relevant information regarding current and/or previous employment, and release all persons, schools, and employers of any and all claims for providing such information. Any misrepresentation or omission of facts may result in rejection of this job offer, or if hired, discipline up to and including dismissal.

Job Posted by ApplicantPro

Full-time