ADMINISTRATIVE ASSISTANT II- ECONONIC DEVELOPMENT

RATE OF PAY $28.15-$34.50 PER HOUR (D.O.E.)

THIS IS A FT POSITION WITH BENEFITS

JOB SUMMARY:

The Administrative Assistant II serves as the primary administrative and operational coordinator for the Economic Development Department and provides advanced administrative support to the Property & Environmental Services, Special Events, and Housing divisions. The position coordinates departmental operations, executive workflow, financial administration, boards and committees, public processes, records management, and cross-department initiatives requiring independent judgment and minimal supervision. The Administrative Assistant II identifies opportunities to improve administrative systems and serves as a resource for administrative coordination across supported departments.

TYPICAL DUTIES:

Executive & Department Operations

• Serves as the primary administrative coordinator supporting department leadership across Economic Development, Housing, Property & Environmental Services, and Special Events.
• Coordinates executive calendars, department priorities, workflow, meetings, and follow-up actions across multiple programs and initiatives.
• Anticipates operational needs, organizes competing priorities, and ensures timely completion of department administrative functions.
• Coordinates administrative support across multiple functional areas and assists in assigning work to part-time administrative staff, as assigned.

Financial, Procurement & Administrative Functions

• Administers departmental financial processes, including purchase orders, invoice processing, budget tracking, reconciliation activities, and expenditure monitoring.
• Coordinates contracts, agreements, RFPs, RSOQs, grants, and related procurement documentation.
• Coordinates GRAMA requests, document collection, records review, and statutory response tracking.
• Maintains department records management systems, filing systems, workflow tracking, and organizational documentation.
• Recommends and implements improvements to administrative systems and operational processes.

Public Process, Boards & Committees

• Coordinates administrative support for assigned boards, commissions, and advisory committees.
• Prepares agendas, meeting packets, minutes, public notices, resolutions, member appointment materials, and official records.
• Coordinates board recruitment, records retention, and compliance with applicable public meeting and records requirements.
• Tracks board actions and follow-up assignments to support timely implementation.

Communications & Department Coordination

• Coordinates departmental correspondence, presentations, reports, website content, public information materials, and administrative communications.
• Assists with preparation of City Council materials, presentations, and department reports.
• Coordinates public outreach activities, meeting logistics, and community engagement support.
• Serves as a primary customer service contact for complex administrative inquiries and coordination with internal departments, consultants, partner agencies, and the public.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.
• Four years of progressively responsible experience in office administration, executive support, departmental operations, project coordination, or related administrative work requiring independent judgment.
• Valid state driver’s license.

PREFERRED QUALIFICATIONS:

• Associate's or Bachelor's degree in Business Administration, Public Administration, Communications, Organizational Leadership, or a related field.
• Experience working in municipal government or another public sector organization.
• Experience supporting executive leadership, boards, commissions, or public meetings.
• Experience coordinating procurement, contracts, financial tracking, records management, or compliance-related administrative processes.
• Experience developing or improving administrative procedures, workflows, or office systems.
• Experience coordinating websites, public communications, or customer-facing information.
• Ability to communicate orally in Spanish preferred.