Address
Form of workThe Community Development Department (CDD) is hiring an Administrative Coordinator. The Admin Coordinator supports CDD as part of a three person administrative team.
WHO WE ARE LOOKING FOR
We are looking for someone with administrative experience who can provide advance support for CDD as the lead admin assistant and serve as the backup for the Administrative Officer (AO).
We are looking for a combination of educational and/or job experience that provides the applicant with demonstrated competencies in:
Exemplary customer service: Modeling professional interactions with internal as well as external customers.
Interpersonal skills: Possessing a positive and friendly communication style to provide training and oversight to administrative staff.
Reviewing and editing documents for public release: Demonstrating meticulous attention to detail to ensure accuracy, consistency, and compliance of documentation, public notices, and other materials.
Budgeting and purchasing: Developing and/or tracking budgets and purchasing goods and/or services for department, committee, and project needs. Intermediate skill level in Excel is highly desirable.
Writing: Summarizing information and presenting responses and recommendations concisely, using correct English grammar. Website editing and/or content management experience is valuable.
THE BENEFITS OF JOINING OUR TEAM
We are committed to professionalism and career enhancement, while also sustaining a routine that supports life outside of work. This position works a 37.5 hour week, with flexibility to meet scheduling needs or requests, and is eligible for telework and remote work scheduling options after one year.
WORKING HOURS AND LOCATION
This position works Monday through Friday from 8:00 AM to 4:30 PM, with potential, biweekly evening hours to support the Planning Commission, when needed. Your office would be in the Marine View Building in downtown Juneau, near City HallDESCRIPTION OF WHAT YOU WILL BE DOING
The Administrative Coordinator is the lead administrative assistant and reports to the Administrative Officer. The Administrative team (Admin) provides broad support to the Planning Commission and other boards and committees as assigned, and general administrative work to the department. As lead, under the guidance of the AO, you will provide training, direct assignments, monitor work, and make recommendations to the AO on employee evaluations. Participation in CBJ's Supervisory Academy is encouraged.
This position is responsible for ensuring the quality and accuracy of all routine materials prior to public release, including public notices and advertisements, staff reports to the Planning Commission, meeting minutes, compliance letters, and other documents. Documents must be screened for grammar, typos, and formatting as well as accuracy, consistency, and compliance to regulatory requirements.
The Admin Coordinator assists the AO in developing the department budget and monitoring expenditures throughout the year. You will be responsible for preparing and tracking assigned budget categories and will be an approved Purchaser for CDD. The Admin Coordinator may manage contracts, open Purchase Orders, and assist with grant management. You will serve as the backup Travel Officer and will coordinate travel logistics for approved training opportunities.
This position oversees the CDD and Planning Commission websites, working with division managers to ensure appropriate staff are trained on website editing and content is kept current. As part of the admin team, you will support the Planning Commission by assisting with packet creation, running meetings, and posting materials; manage data entry and record keeping; and ensure permit applications and other public documents are kept current.
The Admin Coordinator may assist the AO on recruitment and hiring, writing job postings, organizing interviews, and working with Human Resources on the hiring process.
Education: High School graduation or the equivalent.
Experience: Six (6) months of entry administrative experience that included work in one or more areas of Human Resources, Procurement, Accounting, Finance, Office Support, or a related administrative area. This is equivalent to the Administrative Assistant with the City of Juneau or the equivalent with another employer.
SUBSTITUTIONS:
One year of clerical experience equivalent to the Office Assistant with the City of Juneau or the equivalent with another employer.
Or
One year of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year) or vocational training
may be substituted for the required experience on the basis of: 150 hours of vocational education are equal to one month of experience.)
Other: Some positions (see position description) may require a valid Drivers' license at time of appointment and for continued employment.
HIRING MANAGER CONTACT INFO
Hiring Manager: Minta Montalbo
Phone Number: 907-586-0753 x4339
Email: minta.montalbo@juneau.gov
Employment Type: Full-Time
