Executive Assistant - Community Investment

City of Flagstaff; Flagstaff (AZ); On-site; USD 50,000 - 74,000; Full time

Benefits offered by this job

ASRS 100% match

Health insurance

Dental & Vision

Paid holidays

Vacation & Sick Leave

Tuition assistance

Wellness program

Job summary

The City of Flagstaff seeks an organized administrative professional to support the Economic Vitality Director and Community Investment Director, and to assist the Beautification and Public Art Commission. The role involves drafting correspondence, managing databases, planning events, and coordinating procurement and payroll tasks.

Ideal candidates will have an Associate’s degree and 2 years of advanced admin experience, with strong communication and confidential-record handling abilities.

Qualifications

• Associate degree required; two years of high-responsibility administrative experience preferred.
• May substitute education/experience on a year-for-year basis.
• Office support, data management, and report preparation experience welcomed.

Responsibilities

• Provide high-level administrative support to Economic Vitality and Community Investment Directors.
• Draft correspondence, prepare reports, maintain databases, and coordinate meetings and events.
• Serve as staff resource to Beautification and Public Art Commission and related programs.
• Process procurement documents, invoices, and budget allocations for various divisions.
• Maintain confidential records and executive files; take minutes and assist with payroll and travel arrangements.

Skills

Administrative support

Customer service

Communication

Proofreading

Education

Associate’s degree

Tools

Smartfolio

Job description

Play a key role in supporting the City’s economic development efforts! This position provides high-level administrative support to both the Economic Vitality Director and the Community Investment Director, while also contributing directly to the programs within the Community Investment Section. Additionally, this role serves as a vital staff resource to the Beautification and Public Art Commission, helping bring community-enhancing projects to life.

• Provides excellent customer service to both internal and external customers

• Provides administrative support to the Economic Vitality Director, the Community Investment Director and all program managers and administrators of Community Investment including drafting correspondence, researching issues, establishing and maintaining databases, preparing reports, scheduling appointments, and planning and coordinating special events and meetings including preparing agendas, purchasing food and other items, printing materials, etc.

• Provides technical customer service support to other departments, staff, and the general public

• Creates and maintains various confidential records, files, and databases requiring compilation of varied information

• Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation

• Maintains and is responsible for all filing and purging of materials relating to the department or division

• Responsible as the point of contact or support for various outside locations within the division and supporting the division (i.e. Park Flag offices and MOONSHOT/NACET buildings) including monitoring facility contracts (i.e. janitorial), ordering supplies to support office functions, replacing and/or acquiring capital equipment as needed, as well as reviewing, interpreting and processing insurance documents and subleases to ensure the city's requirements are met

• Participating in procurement processes to include selection panels for contract awardees (i.e. artist selections, janitorial, landscaping, etc.)

• Coordinates informal procurement processes directly with support from Procurement

• Processes documents and enters payment requests for all requisitions, purchase orders, vouchers, p-card transactions, and allocates expenses to appropriate budget line items, as well as research of same as required

• Research and compiles information for special projects and reports

• Maintains highly confidential executive files (electronic and hard copy) in a comprehensive and easily accessible manner

• Is the Recording Secretary for the Beautification and Public Art Commission

• Maintains the Community Investment Office’s, physical inbox and calendars, including making travel arrangements, reservations for dinners, banquets, groundbreaking ceremonies, dedications, and other events requiring attendance by an executive official of the city

• Maintains applicable website information and is the point of contact for multiple and varied programs including chooseflagstaff.com and ParkFlag

• Assists programs with content creation and social media posting to maintain connectivity with the community

• Prepares payroll and miscellaneous reports (including travel arrangement and reimbursements forms) and maintains office supplies

• Answers written and oral inquiries of a routine nature

• Provides secretarial and clerical support to administrative staff to include preparing, drafting, and proofing various reports, letters, and other correspondence; attending meetings and taking minutes; and answering the telephone

• Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the general public

• Files documents alphabetically, numerically, or by other prescribed methods

• Processes a variety of forms and paperwork, using established procedures

• Types, data enters, or word-processes a variety of technical documents; compiles data and prepares reports using program specific software (i.e. Smartfolio)

• Assembles and compiles a variety of data from office records for incorporation into reports; prepares various reports

• Monitors and maintains office supplies, business forms, and/or application forms

• Other duties as assigned

MINIMUM REQUIREMENTS

• Associate’s degree

• Two (2) years of highly responsible administrative experience including support to management, senior staff, or a department or division

• Any combination of relevant education and relevant experience may be substituted on a year-for-year basis.

DESIRED EXPERIENCE AND TRAINING

• Experience working in a political environment and elected officials

OTHER REQUIREMENTS

• Ability to handle sensitive material in a confidential manner

• Must possess, or obtain upon employment, a valid Arizona driver’s license.

• Regular attendance is an essential function of this job to ensure continuity

We are dedicated to fostering an inclusive and positive work environment. We offer competitive pay, outstanding benefits, and the chance to work with a committed team making a difference in our community. Located in the beautiful mountain town of Flagstaff, AZ, you’ll enjoy a unique quality of life with outdoor recreation, stunning scenery and a welcoming community.

Our total compensation package includes best-in-class benefits and an annual salary of $49,608.00 - $74,422.40, based on the candidate's qualifications and experience. Plus:

• Arizona State Retirement System with 100% Match

• Employees are members of Arizona State Retirement System (ASRS) with a mandatory contribution rate of approximately 12%

• Deferred Compensation Options

• Up to 4% Annual Pay for Performance Increase

• Group Insurance including Health, Dental and Vision coverage

• Flexible & Health Savings Accounts

• 13 Paid Holidays, Vacation, Sick Leave, Personal Leave, Paid Parental Leave, Bereavement, Jury Duty

• 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 & Incentives

• Tobacco Cessation Program

• Employer Assistance Program

• Recognition includingWork i versary, Wonderful Outstanding Worker (WOW), On-the-Spot, 7k Award, and City Manager's Excellence Awards

• Employee Discounts:Mountain Line Bus Eco Pass, Aquaplex, and Recreation Centers

Please note that Compensation and Benefits are subject to change based on future policy change, budgetary impact, and Council changes.

The City of Flagstaff is looking for team members who are passionate about community, innovation, and quality of life. Come be a part of this cool community and see why the City of Flagstaff is a great place to work!