Description
This position manages the daily administrative functions on behalf of the Director and Assistant Director of communications & Marketing.
Tasks will include payroll processing; handling invoices and recurring bill payments; managing calendars, emails and scheduling appointments for internal or external customers; coordination of staffing matters as liaison to human resources, as well as coordination of concerns and needs to Information Technology, among other like duties.
Will assist in scheduling meetings, and preparation of meeting materials as directed.
Applicants should have a demonstrated ability to work independently on behalf of others within a small unit to maximize the team’s overall effectiveness as well as strong attention to detail, problem solving skills and the ability to write and edit copy in a professional setting.
This position assists management by constructing sensitive documents and correspondence, producing special research reports, serving as liaison on internal and external issues, participating in special issue meetings and coordinating various projects.
Applicant must be detail oriented and able to organize/manage multiple tasks simultaneously and effectively.
Knowledge of payroll processes, including employee time and leave, is required.
The successful applicant will support departmental leadership with scheduling, managing Outlook calendars and coordinating interdepartmental group discussions.
Extensive experience with invoice management and tracking software are necessary.
Knowledge of Asana is desired.
Essential Functions
Creates reports that will allow department to identify recurring issues, better anticipate improvement needs and make data-driven decisions.
Conducts a variety of research and other assigned projects by compiling and reviewing internal and external organizational information, recommends changes for management consideration; analyzes problem areas and formulates recommendations for improvements; serves as a staff resource.
Consults with senior departmental manager and provides advice and counsel on operational issues, organizational structure, feasibility, and the potential impact of varying courses of action.
Conveys information to other supporting divisions; reviews expectations for accuracy, validity and variances; designs work plans.
Compiles data and analyzes information for management and budget reports; reconciles and maintains various budget and tracking systems.
Assists with developing and implementing workflow strategies and creates process documentation.
Promotes communication by preparing a variety of materials to disseminate program and policy information.
Serves as a liaison between critical departments such as Human Resources, Information Technology, Finance/Payroll and Budget.
Maintains calendars, including but not limited to, scheduling of external advertising and processing external requests for advertising and film permits in the City.
Maintains needed equipment, including supply ordering, and tracks assets as assigned.
Completes special projects as requested and performs other duties as assigned.
Education/Experience
Work requires broad knowledge in a general professional or technical field.
Knowledge is normally acquired through four years of college resulting in a Bachelor's degree or equivalent.
Required:
Four years' experience in data analysis or related field; or an equivalent combination of education and experience.
Preferred:
Prior experience as an executive assistant or office manager
Additional Information & Requirements
Work Schedule: Monday - Friday, 8:00 a.
m.
to 4:30 p.
m.
or 8:30 a.
m.
to 5 p.
m.
Signing Bonus: This position is eligible for a $5,000 signing bonus.
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