Administrative Officer

The Community Development Department is hiring an Administrative Officer I (AO) to join our team! WHO WE ARE LOOKING FOR

This role requires someone who is both detail-oriented and a creative problem solver. This position requires frequently switching between tasks, and the ability to track and prioritize is critical.

• Exemplary customer service:
  Modeling positive interactions with internal as well as external customers.
• Budget development and financial management:
  Working with leadership on the development and management of a moderately complex budget using prior years information, research, interviews with Division Managers, and common sense to make estimates and predictions. Intermediate skill level in Excel with an understanding of advanced formulas is desirable.
• Analytical thinking and problem solving:
  Exercising judgement and discretion, using a systemic approach to analyze conditions or manage a situation by drawing on one’s knowledge, experience, and relationships.
• Writing and proofreading:
  Technical writing experience is valuable. Careful attention to detail is required when reviewing documents to edit for clarity, conciseness, grammar, spelling, punctuation, formatting, etc. Examples of things you will write include procedural instructions, job descriptions, recruitment materials, training documents, correspondence, etc. You must be comfortable with Microsoft Office Suite and Adobe Acrobat. You must be able to understand and create materials in a variety of formats.

We are committed to professionalism and career enhancement, while also sustaining a routine that supports life outside of work. This position works a 40-hour week, with flexibility to meet scheduling needs or requests, and is eligible for telework and remote work scheduling options after one year.

Joining our team provides an opportunity to interact with a variety of people and departments, while supporting CDD staff and projects. If you enjoy working on a wide range of tasks and projects with a high level of engagement, this position may be a good fit.

This is an in-person position working Monday through Friday from 8:00 AM to 5:00 PM, with potential, biweekly evening hours to support the Planning Commission, when needed. The office is in the Marine View Building in downtown Juneau, near City Hall. Covered parking in the Marine Parking Garage is provided for employees by the city.

The Administrative Officer I reports to the Director and assists in identifying and developing actions and practices that help accomplish the mission of CDD and improve the delivery of department services.

The AO is the lead administrative staff, working with an Administrative Coordinator and Administrative Assistant to provide broad support to the Planning Commission and other committees, and general administrative work to the department. As lead, you will coordinate with the team on duties and assignments, organize training when needed, and may provide performance feedback to the Director. Participation in CBJ’s Supervisory Academy is recommended.

This position is responsible for managing the department budget, through data evaluation, projection, tracking and adjustments. You will work with each Division on budget requirements and purchasing needs throughout the fiscal year, and provide analyses and recommendations related to departmental fiscal and operational activities. Some budget-related duties and assignments may be shared with the Administrative Coordinator.

In support of CDD, the AO interacts with several CBJ departments on a weekly and sometimes daily basis. This position serves as the Human Resources Liaison, Travel Officer, and CDD Purchasing Officer, responsible for processing personnel actions, arranging travel, managing grants, establishing contracts and purchase orders, paying invoices, and other operational tasks. Some duties and assignments may be shared with the Administrative Coordinator.

You will be a member of the CBJ-wide “all admin” team, attending semi-monthly meetings and trainings, providing feedback to and from the group and CDD staff.

The AO…