Redevelopment Agency - Program Assistant

Position Summary

Under general supervision, performs a variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of a department, division, or program area; assumes on‑going programmatic responsibilities specific to area of assignment; researches and recommends new service delivery methods, policies, and procedures; coordinates assigned programs, projects, and services with other departments, divisions, and outside agencies;

and provides specialized departmental or program information and assistance to staff and the general public.

• Perform a variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of a department, division, or program; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned.
• Serve as primary contact and liaison for assigned functions and programs with other staff, the general public, and outside agencies and organizations; screen office calls, visitors, and mail; provide information and assistance including responding to requests for information and assistance; assist the public and other staff in interpreting and applying policies, procedures, codes, and ordinances; research information related to regulations and departmental policies;
  
  explain, justify, and defend programs, policies, and activities.
• Conduct a variety of studies and research for assigned area; collect, compile, and review information from various sources on a variety of specialized topics related to program area of assignment; participate in the preparation of reports that present data, identify alternatives, and make and justify recommendations.
• Perform a variety of special projects and assignments in assigned area including the implementation and coordination of assigned program and project components; assist with the development of policies and procedures; implement and monitor program activities.
• Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; provide information and forms to the public; collect and process appropriate information.
• Assist in coordinating and monitoring the assigned budget and contracts; compile annual budget requests; prepare revenue projections; recommend expenditure requests for designated accounts; monitor approved budget accounts; process progress payments and monitor contractual expenses.
• Process invoices, contracts, work orders, change orders, purchase order numbers, check requests, and requisitions for assigned area; coordinate the resolution of contract and invoice issues with accounts payable and contracts functions; ensure vendor invoices and change order files are accurate and up-to-date including having correct account codes and appropriate approvals; ensure new vendors have completed required new vendor information form.
• Type and proofread a wide variety of reports, letters, memoranda, correspondence, contracts, agreements, Requests for Proposals, agenda items, statistical charts, and other documents and material; type from rough draft, verbal instruction, or transcribing machine; independently compose documents related to assigned area of responsibility.
• Maintain calendar of activities, meetings, and various events for assigned projects, programs, and staff; coordinate activities with other departments, the public and outside agencies.
• Arrange and coordinate meetings, workshops, and training sessions for various groups and committees; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.
• Establish and maintain various filing systems, schedules and records; file correspondence, reports, bulletins and cards; log reports, applications, and/or telephone calls; maintain records related to specific area of assignment.
• Perform a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files; verify, balance, and adjust accounting records.
• Recommend improvements in work flow, procedure and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required.
• Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order.
• Operate a variety of office equipment including copiers, facsimile machine and computer; utilize various computer applications and software packages; enter data, maintain and…