POSITION SUMMARY

The Senior Administrative Assistant reports to the Director of Community and Economic Development and provides a variety of administrative and office support duties for the Community and Economic Development Department. This position is a public facing, customer service position that also provides internal support to employees and facilitates department processes and paperwork.

ESSENTIAL RESPONSIBILITIES AND DUTIES

1. - Provides administrative support to the Department, Director and management staff.
Provides comprehensive day-to-day administrative support to the Director and management staff; such as taking phone calls, managing voice mail, preparing meeting rooms and food orders, taking minutes, and recording documents at the County.

Manages calendars, schedules meetings, prepares agendas, and records minutes for department and Planning Commission meetings.

Composes, @types, and edits professional correspondence, reports, and memoranda.

Supports the Director in providing access to and interpreting department regulations and policies to make informed decisions using independent judgment.

Coordinates, produces and supports Department special events, marketing, public relations, and staff trainings.
1. - *Customer Service & Public Relations
Serves as a point of contact for the public, developers, businesses, and regulatory agencies via phone, email, social media, and in-person.

Provides information regarding department services, application processes, and city policies.

Resolves complaints and refers inquiries to the appropriate sources as needed.

Helps maintain the Department website.
1. - *Operations, Records & Contract Administration
Initiates and maintains organized files for financial, budget, personnel, and operational records.

Acts as a liaison to Recorder's Office for all GRAMA requests, file retention and tracking procedures.

Provides backup support for the permitting and business license divisions.
1. - *Finance, Purchasing & Human Resources
Manages department purchasing by processing purchase orders, check requests, and invoices.

Contacts vendors and suppliers as needed.

Inventories and orders office supplies, break room items, safety equipment (PPE), and staff uniforms.

Supports the Director with personnel actions, including payroll/timesheets, hiring, and employee onboarding.

Promotes awareness o f City policies, wellness programs, and other employee-oriented initiatives.
1. - *Supports Director and management with procurement and contract administration
Assists department with requests to create and submit contract as a liaison to City Recorder and Legal Department.

Tracks contract progress to execution.

Adds final contracts to department records retention.

Tracks and initiates contract expiration and renewals.

Supports department in the creation, tracking, and implementation of RFP's.

Tracks COI's for department vendors to update contract records.
1. - *Other duties as assigned by Department Director
MINIMUM QUALIFICATIONS AND REQUIREMENTS
- EDUCATION, EXPERIENCE AND CERTIFICATIONS
Graduation from high school or GED equivalent and four or more years of progressive experience in an Administrative or Executive Assistant role supporting a Director-level position, or any equivalent combination of related education and experience. Preference will be given to applicants with an Associates degree or higher.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES

Skill in communications, customer service, professional decorum, and etiquette.

Skill in word processing, spreadsheets, presentations and desktop publishing software, office equipment usage and the operation of computers and mobile devices.

Skill in the use of English, grammar, spelling, punctuation, vocabulary, and arithmetic.

Skill in using good judgement to resolve issues and follow through to complete tasks independently.

Skill in properly handling confidential information and files.

Ability to work independently and make decisions using sound judgment.

Ability to communicate effectively both verbally and in writing.

Ability to @type a minimum of 50 words per minute.

Must possess or have the ability to obtain a Notary Public commission within 6 months of hire.

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PHYSICAL DEMANDS OF THE ENVIRONMENT
*The physical demands and work environment characteristics described here are representative of those that must be met or will be encountered by an employee while successfully performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

The noise level in the work environment is usually quiet.

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The duties listed above are intended only as illustrations of the various @types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description is subject to change by the employer as the needs of the employer and requirements of the job change.

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CITY OF SOUTH SALT LAKE

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