GRAND JUNCTION DOWNTOWN DEVELOPMENT AUTHORITY (DDA)
DOWNTOWN GRAND JUNCTION BUSINESS IMPROVEMENT DISTRICT (BID)
SENIOR ADMINISTRATIVE ASSISTANT
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
To perform a wide variety of administrative support duties for the DDA and BID; to provide information and assistance to the business community and general public regarding DDA and BID programs, services, policies and procedures; to assist in coordinating activities with Downtown property owners, businesses, residents and customers to perform a variety of tasks relative to the DDA and BID.
JOB CLASSIFICATION
Non-Exempt, Non-Safety Sensitive.
SUPERVISION RECEIVED AND EXERCISED
Receives supervision from the DDA/BID Executive Director.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Assist the DDA/BID Executive Director in the management and operation of DDA and BID programs and services.
2. Assist the BID Marketing & Communications Director with general district marketing and promotion of special events that generate and enhance awareness of Downtown.
3. Assist the BID special event coordinator with administrative support for the production of BID events.
4. Screen office and telephone callers; respond to complaints and requests for information; screen, sort and distribute mail; respond to routine correspondence. Maintain office supplies and inventories; order supplies as needed.
5. Maintain a calendar of activities, meetings and various events, coordinate and process staff travel arrangements.
6. Utilize various computer applications and software packages; enter data, maintain and generate reports from a database or network system; create documents using word processing software.
7. Type and proofread a wide variety of reports, letters, memoranda, correspondence and statistical charts; type from rough draft, verbal instruction or transcribing machine; independently compose correspondence.
8. Process, verify and review materials, applications, records and reports for completeness and conformance with established regulations and procedures; provide information and forms to the public; collect, process, and distribute appropriate information.
9. Assist in preparing reports, agendas, minutes of meetings, compiling annual budget requests, processing expenditure requests for designated accounts, and monitoring approved budget accounts.
10. Compile data for special projects; collect and assemble data and background materials for a variety of reports.
11. Organize and maintain filing systems and records; prepare mailings; maintain databases of the DDA and BID.
12. Administer the Enterprise Zone certificate program and provide monthly and annual reports to the EZ offices.
13. Perform administrative support function for boards and committees; take meeting minutes; prepare and disseminate agendas and minutes of meetings; monitor and track financial information; maintain related files and records; prepare related documentation on behalf of boards and committees.
14. Assist in budgeting process; compile annual budget requests; monitor approved budget accounts; process expenditure requests for designated accounts.
15. Process accounting data including accounts payable, accounts receivable, purchasing cards, and payroll; input corrections and updates; code and verify data for accuracy and completeness; conduct inquiries and complete report writing; complete journal entries; research and resolve issues.
16. Process sales of Downtown Grand Junction Gift Cards.
QUALIFICATIONS
Knowledge of:
Customer service techniques, practices, and principles.
English usage, spelling, grammar and punctuation.
Modern office procedures, methods and equipment including computers.
Principles and procedures of record keeping.
Principles of business letter writing and basic report preparation.
Basic mathematical principles.
DDA And BID programs, services and attractions.
Related City of Grand Junction departments, community agencies and resources.
Ability to:
Perform responsible and difficult administrative work using independent judgment and personal initiative.
Learn, interpret and apply general administrative policies and procedures.
Independently prepare correspondence and memoranda.
Type at a speed necessary for successful job performance.
Implement and maintain standard filing systems.
Recognize potentially hostile situations and diffuse situations appropriately.
Work independently in the absence of supervision.
Maintain confidential records and reports.
Operate and use modern office equipment including a computer and various software packages.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Comply with Payment Card Industry (PCI) standards for handling and securing payment card information.
Identify and respond to sensitive community and organizational issues, concerns and needs.
Coordinate multiple projects and meet critical deadlines
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two years of increasingly responsible administrative support experience including customer service.
Training:
Equivalent to the completion of the twelfth grade supplemented by specialized training.
License or Certificate
Possession of, or ability to obtain, an appropriate, valid driver's license.
WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens and some travel to other locations.
Occasional outdoor environment with exposure to a variety of weather conditions.
Physical Conditions:
Primary functions require maintaining physical condition necessary for effectively performing assigned functions and may include sitting for prolonged periods of time; communicating with others and extensive use of computer keyboard.