Department: Neighborhood & Business Development
City of Syracuse residency is required for this position. If you are not a resident, you have six (6) months from your date of hire to establish residency.
Job Description
The work involves responsibility for assisting the Commissioner, Deputy Commissioners, and division heads or program administrators in the performance of a wide range of administrative duties. This is professional level work providing assistance in planning, coordinating or administering Neighborhood and Business Development (NBD) programs. Work will include clerical and administrative duties to help the Department operate more efficiently. Assignments typically involve management of calendars/scheduling, maintaining and organizing files and departmental information, preparing invoices for billing, as well as vouchers and purchasing requisitions for vendor payments, and assisting with research and other technical duties to support NBD’s programs. The role also involves drafting/editing and disseminating communications regarding NBD’s goals, programs, and objectives, including website postings, social media content, advertisements and other printed material to promote, publicize and clarify the department’s functions. The incumbent evaluates or assists in the evaluation of information materials to ensure these materials meet the informational needs of the public. Routine duties are performed in accordance with general directions and departmental objectives, policies and procedures, more complex assignments are discussed with a supervisor. Other related work activities will be performed as required. The incumbent works under general supervision of the Commissioner of Neighborhood and Business Development.
Typical Work Activities
- Performs various administrative tasks such as:
- answering phones, reading incoming mail and email, and either answering general inquiries directly or routing more specific or technical inquiries to the proper official or unit in a timely fashion;
- maintains and manages office supplies and purchasing in line with departmental budgets;
- prepares written and oral reports;
- meets with departmental staff members to identify and define administrative difficulties, and makes recommendations for administrative improvements/efficiencies;
- maintains contacts with units within department and with other public and private agencies, and develops improved services and public relations;
- when assigned, may represent department head in attending meetings and conferences.
- Supports the administration of NBD associated public authorities — the Syracuse Industrial Development Agency, Syracuse Local Development Corporation, Syracuse Urban Renewal Agency, the Syracuse Housing Strategies Corporation Syracuse Economic Development Corporation — and may be responsible when necessary for posting all public notices, agendas, and other documents timely and taking official minutes at public meetings.
- Completes research assignments as directed, including review of agency records and other governmental and non-governmental sources for relevant textual and arithmetic data, and compilation of that data into a format which facilitates the evaluation of programs and services by a program administrator.
- Prepare information for the department by researching and writing communications materials for dissemination via multiple channels including the City’s website, social media sites, and email distribution of content. Replies orally or in writing to inquiries for information about agency goals, objectives and programs.
- Collects, assembles and compiles information on departmental activities;
- Compiles and maintains mailing lists for distribution of agency or department activities;
- Prepares exhibits and other public displays for presentations; Assists officials and staff in editing articles, speeches, and correspondence.
Knowledge, Skills, and Abilities
- Excellent written and communication skills.
- Highly organized, detail oriented, and ability to multitask and apply critical thinking when needed in creative problem-solving scenarios.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) required.
- Experience with website publishing software and tools, and software systems such as PeopleSoft is preferred.
Minimum Qualifications
- A) Bachelor's degree in public administration, business administration, communications, or other related field, or
- B) Four (4) years of paraprofessional or professional level work experience, or its part-time equivalent, or
- C) Four (4) years of clerical work experience which must have been in either a supervisory capacity or in a non-supervisory, advanced capacity, such as executive secretary to a department head, second-line supervisor, or administrator.
Benefits
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
- Retirement plan
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The Affirmative Action Policy of the City of Syracuse is to provide equal employment opportunity for all individuals regardless of race, color, sex, religion, creed, age (18 and over), marital status, national origin, disability, veteran status, gender identity or gender expression, sexual or affectional preference or orientation, or any other classified group within the protected class. The City also complies with 31 CFR part 51. If you have a disability for which you wish special accommodation to be made, contact the Office of Human Resources at 315-448-8780 or personnel@syr.gov.
The City of Syracuse may conduct a criminal background check with regard to the employment sought.