Management Assistant

About the role

This recruitment will fill one (1) vacancy within the Emergency Operations and Cannabis Compliance Division.

Responsibilities

• Plan, organize, and carry out administrative assignments and special projects related to assigned department, including assisting with budget and/or contract preparation, planning, and monitoring;
• Recommend organizational or procedural changes affecting support activities;
• Recommend improvements in work flow, procedures, and use of equipment and forms;
• Perform research and analysis on administrative, fiscal, personnel, and operational problems or issues;
• Prepare technical reports to interpret data, identify alternatives, and make and justify recommendations;
• Compile, verify information, and input data and generate reports and tables;
• Prepare various reports and responses for elected officials, department heads, and other City staff regarding personnel, budget, public records requests, service requests, internal requests for information, contracts and contract amendments, completion of projects, proposals, grant opportunities, and contract issues;
• Prepare purchase orders and purchase requisitions; processes invoices; confirm contract amendments and monitors expenditures; monitors and forecasts budget expenditures and revenues;
• Respond to the community, outside agencies, and internal departments regarding City programs;
• Type, proofread, and generate a variety of documents including general correspondence, agendas, reports, newsletters, and memoranda;
• Aid in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate unit, program, or department information;
• Receive calls and visitors; respond to general inquiries, complaints, and requests for information from the public; interpret basic services, policies, rules, and regulations in response to inquiries and complaints; assist in the resolution of concerns and complaints; refer inquiries and questionable cases to appropriate staff; route calls and take messages as appropriate;
• Receive, open, review, sort, date stamp, and distribute mail and computerized communications; review correspondence directed to assigned staff; prepare written responses as directed;
• Maintain databases and record keeping and filing systems;
• Operate office machines and equipment including computers, printers, copiers, calculators, microfilm machines, and FAX machines; routinely use a full range of office software and computer software applications, such as spreadsheet, presentation, and document generating applications.

Requirements

• Three (3) years of increasingly responsible administrative experience, preferably in a government setting.
• Training equivalent to a high school diploma supplemented by additional specialized training in public administration, business, or a related field.
• Possession of an appropriate, valid driver's license and insurability at regular rates for the City’s automobile insurance.