Administrative Assistant (Assigned to City Council)

This is an FLSA exempt middle-management position. Under the supervision of the Mayor’s Office. The position provides high level paraprofessional support to the City Council.  Performs a variety of highly responsible, complex, and confidential administrative duties.

This job description is an overview and is intended to describe the general nature and level of work being performed.  It is not intended to be an exhaustive list of all functions and tasks required of the position.ESSENTIAL FUNCTIONS:

• Coordinates and prepares the City Council Work Session meetings with the Work Session Chair, City Council members, Mayor’s Office, City Clerk’s Office and City Attorney’s Office. 
• Prepares, transports, sets up, and cleans up necessary materials for all weekly and special City Council meetings including off-site events.
• Attend evening, weekend and special City Council meetings and events as required.  
• Receives inquiries, complaints, and general correspondence from citizens, community groups, elected officials and other individuals via mail, telephone, email and in person. 
• Investigates and acts on inquiries, complaints, and/or general correspondence or forwards such to City Council, the Mayor’s Office or other City departments or community partners for action or dissemination. 
• Conducts City Council directed research for document preparation, compiles data for computer entry for projects. 
• Interprets policies, rules, and procedures and relays information to others using judgment, tact, and sensitivity.
• Plans and arranges attendance for conferences, dinners, seminars, events, and travel for City Council members in close coordination with the Mayor’s Office administrative staff. 
• Assembles and monitors the budget, performs bookkeeping and financial tasks, pays invoices, and tracks and monitors expenditures for City Council budget.  
• Purchases office and meeting supplies while monitoring the City Council budget. 
• Establishes and maintains procedures for office operations and makes recommendations for improvements to workflow and office procedures.
• Provides information and assistance in preparation of the City Council annual budget
• Performs duty assignments within parameters defined by general organizational requirements, City Council directives and accepted practices.
• Serves as a liaison on administrative matters between City Council, the Mayor’s Office, City departments and community partners.
• Analyzes and prioritizes material, maintains files, collects data, conducts research, prepares routine documents such as correspondence letters, letters of support, proclamations, reports, completes projects as assigned, and performs notary work as required in the service of City, etc.
• Schedules meetings, assists visitors, and distributes mail to elected City Council members.   Develops, revises, prepares, and monitors reports and other documents as needed, including forms, lists, postings, correspondence, agenda items, technical and statistical reports, charts and tables, etc.
• Coordinates with City Council, City Attorney’s Office, City Clerk staff, and Mayor’s Office, on ordinances and resolutions desired by City Council. 
• Must draft resolutions as directed by City Council with respect to event sponsorships and manage their contingencies account. 
• Maintains filing systems, computes payroll, processes incoming and outgoing Councilors and monitors inventory for City Council. 
• Takes and transcribes technical and confidential dictation for correspondence and other records and transcribes documents as directed

IMPORTANT FUNCTIONS: 

May perform the duties of similar classifications of an equal or lower pay grade. May be required to assist with assignments or coverage in the Mayor’s Office. 

PHYSICAL REQUIREMENTS:
The physical standards an employee must meet in order to perform the essential job duties with or without a reasonable accommodation include, but are not limited to:

• Frequent lifting, carrying, pushing, and/or pulling of up to forty (45) pounds to move material and supplies
• Vision to prepare, read and interpret reports and other written documents, collect data, and perform research.
• Speech communication and hearing to maintain communication with employees and citizens
• Must be able to sit for over two hours at a time while performing routine office duties, attending meetings, and traveling
• Must be able to perform a full range of repetitive motions while performing routine office duties including, reaching, handling, talking, hearing, and manual dexterity
• Must be able to travel out of town and out of state for meetings, conferences, and other events

• Must have a working knowledge of word processing, spreadsheet, and publishing programs, including Microsoft Word, Outlook, Excel and Publisher. 
• Must be skilled at preparing letters, memorandums and other related documents. Must be skilled at using all types of office equipment including computers, multi-line phones, facsimiles, scanners, copiers, etc.  
• Must possess excellent human relations and interpersonal skills demonstrating a high level of situational awareness and emotional intelligence.  
• Must be able to work successfully with and provide professional customer service to City Council Members, City Administration, City employees, the public, and other agencies and organizations that represent all facets of the community.  
• Must be skilled in professional verbal and written communication.
• Must be skilled at planning and organizing tasks, meetings, and events. 
• Must be able to meet deadlines and multi-task effectively. 
• Must maintain a high level of confidentiality and integrity. 
• Must follow City policies and procedures and accepted practices in performing assigned duties
• Must be skilled at problem solving to perform tasks not previously encountered, including the ability to independently analyze problems, make appropriate contacts, investigate complaints, prepare drafts of analysis and findings, and complete tasks with acquired information.
• Must have the ability to perform all the job duties in a safe manner.

In addition to the knowledge, skills and abilities listed above, this position requires the following:

1. Must meet at least one of the following with respect to education and experience at the time of application: 
   • Must meet at least one of the following with respect to education and experience at the time of application:
   • Bachelor's degree from an accredited college or university and a minimum of two (2) years of progressively responsible administrative support experience; or
   • At least sixty (60) semester hours of post high school course work at an accredited college or university and a minimum of three (3) years of professional, progressively responsible administrative support experience; or
   • At least thirty (30) semester hours of post high school course work at an accredited college or university and a minimum of four (4) years of progressively responsible administrative support experience; or
   • A high school diploma or its G.E.D. equivalent and a minimum of six (6) years of progressively responsible, high-level professional administrative support experience.
2. A valid driver’s license at the time of application, and a valid Colorado driver’s license within 30 days of employment
   • License restrictions that may hinder your ability to drive on City business, such as an interlock, will be cause for disqualification 
   • During the course of employment, a valid license must be maintained, and the employee must notify the City immediately upon changes to the status of their license

The following is highly desirable:  

• Previous experience as an executive level administrative support professional
• Previous experience working with elected officials in an administrative support capacity

SPECIAL CONDITIONS OF EMPLOYMENT: 

The duties in this classification are primarily performed indoors, in a comfortable office environment.  The incumbent must demonstrate the ability to meet the physical demands of the job including the ability to retrieve information from various locations in the office when needed.  Incumbents must be willing to work flexible hours to include attendance at weekly evening City Council meetings, special meetings and occasionally evening and weekend events as required. The incumbent may be required to drive to events and/or meetings.   Must be able to work, drive, and travel in inclement weather. Punctuality and attendance are a high priority. The incumbent must be able to maintain a high level of confidentiality and integrity as they are required to handle extremely sensitive information. The position requires a great deal of interpersonal communication with City employees, the public, and outside agencies.

Must become a certified notary within six (6) months of date of hire and maintain certification throughout employment.
All required licenses and certifications listed above must be maintained throughout the term of employment.  Failure to obtain or maintain licenses and certifications may result in demotion or termination.  

Due to Federal and State Criminal Justice System access requirements, classifications that access and maintain criminal justice information may also be required, as a condition of employment, to not have been convicted of and/or have pending charges of a felony or misdemeanor crime that would deny or otherwise restrict access to criminal justice information. This requirement applies to all existing City employees as well as external candidates seeking to fill positions that meet the given criteria.

BENEFITS:
   
The City of Pueblo offers a very rich benefits packet!  Click on the “Benefits” hyperlink at the top of this (online) job posting to view a summary of the benefits associated with this position.   For a more comprehensive view on the lush benefits offered by the City, please go to www.pueblo.us/benefits.  

CIVIL SERVICE EXAM:     January 21, 2025
 
Please note that the Civil Service Commission may use a Training & Experience (T&E) evaluation of your application to establish an eligibility list for this classification. 

Salary : $65,876 - $80,661