Economic Development Administrative Assistant

Job DetailsJob Location: Development Services - Villa Rica, GA 30180Position Type: Full TimeSalary Range: $46,000.00 - $46,000.00 SalaryThe Economic Development Administrative Assistant provides high-level administrative and operational support to the Community & Economic Development Department. The position coordinates schedules, correspondence, records, meetings, purchasing documentation, customer inquiries, and program logistics while supporting boards, grants, community initiatives, and economic development activities. The role requires exceptional organization, accuracy, customer service, discretion, and the ability to manage multiple deadlines in a public-sector environment. Essential Responsibilities Executive & Administrative Support • Manage calendars, meeting logistics, appointments, telephone calls, email, mail, correspondence, and follow-up for the department. • Draft, format, proofread, and distribute letters, reports, presentations, forms, notices, and other departmental materials. • Receive and route inquiries from businesses, developers, residents, vendors, partners, and elected or appointed officials; provide accurate information with assigned department or authorities/commissions. • Maintain organized electronic and paper files, contact lists, calendars, project records, and confidential materials. Boards, Meetings & Records • Coordinate meeting schedules, notices, agendas, packets, room setup, attendance, minutes, and action logs for assigned boards, commissions, committees, and stakeholder meetings. • Track deadlines and follow-up items and communicate assignments to the appropriate staff or partners. • Maintain official departmental records in accordance with City procedures and applicable records-retention requirements; route public-records requests through established City processes. Financial & Department Operations • Prepare and track requisitions, purchase orders, invoices, reimbursements, subscriptions, vendor documentation, and routine budget records in coordination with Finance and department leadership. • Monitor office and program supplies, meeting materials, contracts, insurance certificates, and recurring administrative deadlines. • Support consultant coordination, procurement files, departmental reports, and annual budget preparation as assigned. Programs, Grants, Events & Communications • Support business outreach, workshops, incubator activities, downtown initiatives, community events, Community Arts activities, and stakeholder engagement through registration, scheduling, materials, and on-site logistics. • Maintain business, partner, property, sponsorship, event, and program databases; enter information accurately and prepare routine summaries. • Organize grant application, award, reimbursement, reporting, and compliance documentation; maintain calendars of required submissions. • Prepare approved website, newsletter, social media, flyer, and email content and maintain current distribution lists. • Perform other related duties and special projects as assigned by the DirectorQualificationsMinimum Qualifications • Associate or bachelor’s degree in business administration, public administration, office administration, communications, or a related field. • Three years of progressively responsible administrative, office coordination, records, customer service, or executive-support experience. • Municipal or other public-sector experience, including support for boards, commissions, public meetings, records, procurement, finance, grants, or community programs • An equivalent combination of education, training, and experience that provides the required knowledge and abilities may be considered. Preferred Qualifications • Advanced proficiency with Microsoft 365 and experience with agenda, records, finance, CRM, website, or event-registration systems. Core Competencies Administrative coordination • Executive support • Customer service • Records and document management • Meeting and board support • Business writing and proofreading • Financial documentation • Event logistics • Technology proficiency • Accuracy and follow-through • Discretion and confidentiality Working Relationships & Conditions Works closely with department staff, City departments, development authorities, boards and commissions, businesses, vendors, partners, and the public. Work is primarily performed in an office and meeting environment, with periodic support at community events or off-site meetings. Occasional evening or weekend work may be required.   The City of Villa Rica offers a complete benefits package to full-time employees including healthcare, dental care, vision care, Flexible Spending Account (FSA), life insurance, long-term disability insurance, short term disability insurance, pension,12 paid holidays, vacation, sick leave, Employee Assistance Program (EAP) and a 457(b) retirement plan with a City match. Background screenings are conducted prior to employment. City of Villa Rica does not discriminate on the basis of race, color, national or ethnic origin, gender, religion, disability, age, political affiliation or belief, veteran status, or citizenship status (except in those special circumstances permitted or mandated by law). Due to a high volume of applications received, we are unable to contact each applicant individually.