The Office Assistant to the Development Coordinator will provide administrative support to the Development Coordinator in the management and oversight of grant-related activities. This role involves a variety of tasks to ensure the smooth operation of the grant process, including maintaining records, scheduling meetings and assisting with documentation. The ideal candidate will have strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.Assists with coordinating development and maintenance of the Community Development Block Grant (CDBG) program rehabilitation and repair programs.

Conducts and attends pertinent construction progress meetings, pre-bid meetings, pre-construction meetings, public information meetings, etc., which may be held outside normal working hours.

Assist the Development Coordinator with daily office tasks, including filing, scheduling, and managing correspondence.

Organize and maintain electronic and paper files related to grants, including proposals, reports, and financial documents.

Handle phone calls, emails, and other communication from internal and external partners related to grant projects.

Support the preparation of grant materials and reports, ensuring all required documentation is complete and accurate.

Assist in the submission process of grant applications, ensuring that all documentation and deadlines are met.

Track and monitor the status of grant applications and reports, ensuring timely submission and compliance with grantor requirements.

Coordinate meetings, including scheduling, preparing materials, and conducting meetings as needed.

Provides information over the phone and in person regarding the department’s operation and/or services and directs callers to other divisions/departments.

Liaise with other departments, agencies, or grantors as necessary to obtain information and resolve issues.

Assist with administrative tasks for code enforcement and planning as needed.High school diploma or equivalent; or an associate’s degree is preferred. Minimum of 1–2 years of administrative experience, preferably in a nonprofit or grant-related environment. Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Excellent written and verbal communication skills.

Attention to detail and ability to follow processes and procedures.

Ability to work independently and as part of a team in a collaborative, fast-paced environment.

Full-time, with occasional evening work as required to meet deadlines.

Office-based work environment with occasional travel for meetings or events.

Ability to lift and carry materials (up to 20 lbs), as needed for administrative duties.

City of Fairborn

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