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Community Development Administrative Assistant

POSITION: Community Development Administrative Assistant (Full Time)

SALARY RANGE: $14.00 - $16.50/hourly

REPORTS TO: Community Development Director

DEPARTMENT: Community Development Operations

DATE: September 2025

How to Apply: www.suffolkrha.org

 

General Statment of Duties:

Work under the supervision of the Community Development Director or designee to provide excellent administrative support for the division. Assists the Development Manager in processing all administrative activities associated with all programs in the Community Development Division. Maintain effective working relationships with other employees, Federal, State, and Local officials, and all members of the general public.

Assist the Development division in maintaining project schedules, processing payments with contractors, engineers, consultants, and others, and operating a motor vehicle to assist in carrying out the department's business. Perform a variety of routine and complex clerical, administrative, and technical work in the administration of the development division.

Assemble background material and reports; prepare agendas and action items for and from various meetings. Assist in developing notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services.

Essential Job Functions (Illustrative Only):

The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences of relief, to equalize peak work periods, or otherwise balance the workload.

  1. Excellent organizational and communication skills. Assists in maintaining and updating the administrative files for the Community Development Programs; prepares and maintains records on all transmitted records.
  2. Process requisitions for a multitude of goods and services, contractual payments
  3. Prepare a variety of reports, spreadsheets, and related information for decision-making purposes to support staff analysis; prepare data entry for all proposals and contractual services for programs, grants, services, budget, equipment, etc.
  4. Maintain complex and detailed files, records, and databases. Receive calls for the department, ascertain the nature of business, and direct to the appropriate authority for disposition.
  5. Composes and edits various correspondence, reports, memoranda, graphic data, and other material requiring content, accuracy, and completeness judgment. Designs and prepares newsletters, brochures, flyers, and other advertising and marketing materials.
  6. Transcribes correspondences, composes routine correspondences, and types complex reports and materials. Adept at frequent interruptions and able to change focus immediately.
  7. Answers questions and responds to inquiries or complaints on department and/or operations, policies, and procedures.
  8. Maintain a calendar and schedule appointments, and be able to
    successfully organize, work, and complete multiple tasks simultaneously.
  9. Undertakes special projects as assigned by supervisor.
  10. Checks for accuracy of important documents and records.
  11. Handling a greater variety of daily matters.
  12. Maintains a variety of operational, bookkeeping, budget and program records.
  13. Uses PC programs such as Microsoft Office and other software packages.
  14. May serve on various employee or department committees as required and assigned.
  15. Observes all safety rules and regulations.

Required Knowledge and Abilities:

  1. Any combination equal to graduation from high school and three (1) to five (5) years of successful experience in a responsible professional (clerical) position is required.
  2. Thorough knowledge of computer-based work software programs such as Microsoft Word, Excel, Access, Publisher, and basic understanding of good office procedures.
  3. Thorough knowledge of office terminology, procedures, equipment, business arithmetic, and English.
  4. Organizational skills to keep accurate records and find important information quickly.
  5. Time management skills to prioritize and complete various tasks throughout the day.
  6. Ability to follow oral and written instructions and to exercise sound judgment. Ability to establish and maintain effective working relationships

Physical Requirements:

  1. This is a sedentary work requiring the exertion of up to 10 pounds of force, and a negligible amount of force frequently or constantly to move objects.
  2. Work requires reaching, fingering, grasping, and respective motions.
  3. Vocal communication is required for expressing or exchanging by means of the spoken word.
  4. Hearing is required for perceived information at normal spoken word levels.
  5. Visual activity is required for preparing and analyzing written or computer
    data, operating machines, operating motor vehicles or equipment, determining the accuracy and thoroughness of work, and observing general surroundings and activities.
  6. The worker is not subject to adverse environmental conditions.

Special Requirements:

  1. A valid Driver's license is required, and you must maintain eligibility for coverage under the Authority's automobile insurance.
  2. Must pass a drug screen.
  3. Must supply a criminal background record check.