SPECIFIC DUTIES OF THE POSITION:

• Prepares letters, memos and reports;
• Schedule and arrange meetings, and helps manage their calendars;
• Manages and monitors department calendar with major events listed;
• Manages the Community Garden and all correspondence, sign-ups, and communication with other departments;
• Maintains financial files as requested;
• Assist in annual budget preparation for each department;
• Other duties as assigned;

• Prepare reports and assist with computer programs;
• Plan meetings including scheduling, set up and getting refreshments as needed;
• Prepare mailings for events:
• Order office supplies and parts and maintains office supply room in an orderly fashion;

Redevelopment Commission Support:

• Distribute monthly Commission agenda and post agenda/meeting notice as required by law;
• Assist in monthly meeting preparation and meeting room set-up, which could include but is not limited to follow-up phone calls, i-Pad set up, recording equipment set-up, reserve meeting room; meeting packet assembly and distribution, etc.;
• Prepare new Commission member meeting binders, keep binders updated when changes occur;
• Input monthly invoices in the financial system, keep track of project balances in spreadsheet format, provide monthly invoice totals to Redevelopment Director in table format and Redevelopment Financial Advisor;
• Maintain and organize files either electronically or hard copy;
• Keep meetings and meeting material updated on the City’s website;
• Occasionally, attend meetings and record and prepare meeting minutes;

Financial Duties:

• Prepares payroll for approval by Exec. Director of Admin./Community Development and Redevelopment Director;
• Prepares all accounts payable claims for approval by the Executive Director of Administration and Community Development, Director of Redevelopment and the Community Development Assistant Director, enters in City’s financial program and excel report and submits to CTO   for payment after approvals;

Administrative Duties:

• Meet all Clerk Treasurers Office deadlines such as payroll, bill payment and other deadlines in a timely manner;
•  Preparation of Workers Comp forms for all Community Development and Redevelopment employees when necessary;
• Prepare and submit legal ads as required;
• Serve as phone and administrative backup for other departments during vacations, lunches, and other absences;
• Track capital improvement projects paperwork, payment processing and status updates;

• Maintains departments’ website pages as needed;
• Monitors and responds to all online inquiries from the public through the ‘Contact Us’ system; reaches out to departments for responses and monitors completion of response to ‘Contact Us’;
• Serves on the Banner Committee and processes applications and scheduling;
• First point of contact to the public via office or phone;
• Receive incoming mail and distributes;

Education and Experience:

• High school diploma with at least 5 to 10 years related office experience; preferably an associate’s degree or higher in an office related field;
• Ability to meet and maintain all Indiana requirements for Public Notary including   bonding requirements;
• General knowledge of local government operations and bookkeeping is essential;
• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint; is required;
• Ability to learn effective use of MUNIS (an excel-based human resources information system, financial and software program);
• Professional demeanor and ability to work efficiently and effectively while multi- tasking and under deadline pressure;
• Ability to work well with the public, co-workers, and other government agencies  and offices;
• Ability to become Notary preferred; City will assist a new hire in applying to become notary and pay all fees/training.

Judgment:

• Frequently works independently and must display good judgment in a fast paced environment;
• Work is somewhat complex, requires multi-tasking and high levels of organization;
• Requires confidentiality be maintained as necessary for administrative support in Community Development and Redevelopment;

Relationship Responsibility:

• Reports to the Executive Director of Administration and Community Development, Director of Redevelopment and the Community Development Assistant Director;
• Maintains positive communication with the public and other agencies of government, including all other departments within the City of Columbus;
• Promotes and maintains a safe and efficient office environment.

•  Must reside in Bartholomew County or adjoining county within six (6) months of employment.

• This is a safety sensitive position and as such is subject to the City's Drug and Alcohol-Free Workplace Program which includes: pre-employment testing, random testing, post-accident testing, reasonable suspicion testing, return-to-duty testing and follow-up testing.