Investment Specialist jobs in Flagstaff, AZ

Actively supports and upholds the City’s stated mission and values. Under direction of the Community Investment Director, employees of this class are expected to perform day-to-day activities associated with highly responsible and complex administrative duties of the Economic Vitality Division and the Community Investment Section.

ADMINISTRATIVE DUTIES

• Supervisory:  This job does not have formal supervisory responsibilities.
• Budgetary:  This job has responsibility for developing and submitting the budget and performance measures for Community Investment.
• Strategic Planning:  This job does not have strategic planning responsibilities but participates in the planning process and carries out day-to-day activities to reach the stated goals and objectives.
• Policies/Procedures:  This job interprets and makes suggestions for the revision of policies and procedures and carries out day-to-day activities in accordance with established policies and procedures.
• Compliance:  This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
• Council Communications:  This job has responsibility for direct communication with the City Council including drafting correspondence, researching issues, handling complex scheduling and travel arrangements, etc.
• Reporting:  This job is responsible for assisting in reporting to Federal/State/Local agencies such as the Environmental Protection Agency and with the Economic Development Administration.

EXAMPLES OF THE WORK PERFORMED (ILLUSTRATIVE ONLY)

• ·       Provides excellent customer service to both internal and external customers.

• ·       Provides administrative support to the Economic Vitality Director, the Community Investment Director and all program managers and administrators including drafting correspondence, researching issues, establishing and maintaining databases, preparing reports, scheduling appointments, and planning and coordinating special events and meetings including preparing agendas, purchasing food and other items, printing materials, etc.  

• ·       Provides technical customer service support to other departments, staff, and the general public.

• ·       Creates and maintains various confidential records, files, and databases requiring compilation of varied information.

• ·       Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation.

• ·       Maintains and is responsible for all filing and purging of materials relating to the department or division.

• ·       Responsible as the point of contact for various outside locations within the division and supporting the division (i.e. Park Flag offices and NACET buildings) including monitoring facility contracts (i.e. janitorial), ordering supplies to support office functions, replacing and/or acquiring capital equipment as needed, as well as reviewing, interpreting and processing insurance documents and subleases to ensure the City's requirements are met.

• ·       Participating in procurement processes to include selection panels for contract awardees (i.e. janitorial, landscaping, etc.)

• ·       Coordinates informal procurement processes directly with support from Procurement.

• ·       Processes documents and enters payment requests for all requisitions, purchase orders, vouchers, p-card transactions, and allocates expenses to appropriate budget line items, as well as research of same as required.

• ·       Research and compiles information for special projects and reports.

• ·       Maintains highly confidential executive files (electronic and hard copy) in a comprehensive and easily accessible manner.

• Is the Recording Secretary for the Beautification and Public Art Commission
• Maintains the Community Investment Office’s, physical inbox and calendars, including making travel arrangements, reservations for dinners, banquets, groundbreaking ceremonies, dedications, and other events requiring attendance by an executive official of the City.
• Is the City Representative for the Brownfields Program, presents information to key partners in the community (i.e. Greater Flagstaff Chamber of Commerce), outreach, correspondence, data tracking, inventory of potential sites and reporting.
• Maintains applicable website information and is the point of contact for multiple and varied programs including chooseflagstaff.com and ParkFlag.
• Prepares payroll and miscellaneous reports (including travel arrangement and reimbursements forms) and maintains office supplies.
• Answers written and oral inquiries of a routine nature.
• Provides secretarial and clerical support to administrative staff to include preparing, drafting, and proofing various reports, letters, and other correspondence; attending meetings and taking minutes; and answering the telephone.
• Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the general public.
• Files documents alphabetically, numerically, or by other prescribed methods.
• Processes a variety of forms and paperwork, using established procedures.
• Types, data enters, or word-processes a variety of technical documents; compiles data and prepares reports using program specific software (i.e. Smartfolio)
• Assembles and compiles a variety of data from office records for incorporation into reports; prepares various reports.
• Monitors and maintains office supplies, business forms, and/or application forms.
• Other Duties as Assigned

MINIMUM REQUIREMENTS

·       Associate’s Degree in Business Management, Public Administration, or a related field.

·       Two years of highly responsible executive administrative experience.

·       Two years of computer experience including Microsoft products.

·       Or any combination of education, experience, and training equivalent to the above Minimum Requirements.

DESIRED EXPERIENCE AND TRAINING

·       Experience working in a political environment and elected officials.

OTHER REQUIREMENTS

·       Ability to handle sensitive material in a confidential manner.

·       Must possess, or obtain upon employment, a valid Arizona driver’s license.

·       Regular attendance is an essential function of this job to ensure continuity.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES (ILLUSTRATIVE ONLY)

·       Language Skills:  Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

·       Mathematical Skills:  Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

·       Reasoning Ability:  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

·       Accountability:  This job has partial responsibility for accountability including community, organizational, and financial aspects (for example: understands community politics as necessary part of organizational life; understands the culture of the organization; and is aware of the impact of financial processes and outcomes on the organization).

·       Responsiveness:  This job has partial responsibility for addressing customer needs to include ensuring appropriate communication skills, composure, decision making, and mediation skills for self and subordinate employees (for example: honest, direct, and understandable communication; controls emotions when things get tough; actively seeks input to make decisions; and is proactive in confronting and resolving conflict).

·       Quality:  This job has partial responsibility for ensuring high quality customer service for self and subordinate employees including customer focus, expectation management, and interpersonal skills (for example: responds promptly to customer needs; keeps customer informed of progress with timely feedback; uses diplomacy and tact).

·       Professionalism:  This job carries out day-to-day activities in a manner that is honest, responsible, fair, highly trained, and cost conscious.

·       Teamwork: This job carries out day-to-day activities in a manner that promotes teamwork in partnership with citizens, other agencies, and other employees.

·       Problem Solving:  This job carries out day-to-day activities in a manner that is creative, open-minded, and professional.

·       Leadership:  This job carries out day-to-day activities serving people with integrity and personal character.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

·       While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel; and talk or hear. The employee is occasionally required to reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl.

·       The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  

·       Specific vision abilities required by this job include close vision, color vision, peripheral vision and ability to adjust focus.

·       The noise level in the work environment is usually moderate.