Administrative Assistant II - Code Compliance - Seasonal

Full Hourly Range:    

$19.57 - $25.48 Hourly 

Anticipated Hiring Range:

$19.57 - $22.52 Hourly

Why do I see two salary ranges?

The City of Greeley in compliance with Colorado state law, includes an hourly/salary range for all positions posted.  This law is intended to improve wage transparency.  The City of Greeley, in support of wage transparency posts both the full salary range for each position (what you might anticipate your earnings could be if you work for the City of Greeley for some time), as well as the anticipated hiring range (the range within which the City anticipates making an offer).  The actual offer extended will be based on your years of relevant experience, education, certifications and potentially other factors.  

This position is a seasonal role- seasonal employees may work for a maximum of 180 days (6 months), not to exceed 1040 hours in a calendar year. This position has the possibility of becoming permanent if additional funding is approved at a later date.

City of Greeley:  Work, Live, and Play in Greeley:   https://youtu.be/hX-4F0pG0OY

Job Summary:

The Administrative Assistant II will provide support for the designated department, thereby establishing and maintaining smooth, effective communication and interaction between the designated department and the community, contractors, other City divisions and departments, and other governmental agencies. This role may assist with special projects. This role is essential to maintaining a high standard of customer experience by ensuring inquiries, complaints, and administrative tasks are handled efficiently and promptly at the first level of contact.

Experience, Knowledge, Skills:

Minimum Requirements

• High school diploma or equivalent
• Minimum of two (2) years in administrative support 

OR 

• Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job.
• Possession of a valid driver’s license.

Preferred

• Bilingual in English and Spanish. 

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to manage multiple tasks and meet deadlines. 
• Strong organizational and communication skills. o Ability to work independently and as part of a team.
• Ability to perform accurate and timely case documentation and entry into Trakit. 
• Displays clear communication and timely response to inquiries and complaints
• Knowledge of general clerical procedures and office operations. 
• Knowledge of procedures, practices or operations
• Ability to follow detailed instructions
• Ability to type or apply bookkeeping skills, operation of several single purpose power tools/machines or equipment involving specialized training
• Entry level knowledge of complex software
• Ability to learn processes and procedures
• Ability to make decision for tasks that are not completely defined and may have limited, clear variations of precedent or alternative, or defined solutions that should be considered
• Ability to consider the most appropriate procedure or precedent to follow to complete work

Essential Functions:

• Provides essential administrative support to Code Compliance staff.
• Ensures timely handling of public inquiries, case management tasks, and office operations.
• Maintains organized and accurate records and systems.
• Provide administrative support for the designated department; answer phones, transfer calls, take messages, answer questions, provide information to callers
• Maintains regular updates and maintenance of office records and supplies.

Customer Service Support

• Greets and assists walk-in visitors with Code Compliance inquiries. 
• Handles phone calls, messages, and emails related to Code Compliance. 
• Responds to basic code-related questions from the public. 

Case Management Support

• Enters cases into the Trakit system from phone calls, emails, and walk-ins. 
• Attaches hearing orders, dismissals, continuances, and stipulations to cases in Trakit. 
• Processes complaints received via emails, phone calls, and walk-ins. 

Document Processing and Record-Keeping

• Handles stipulations, payments for cases, hearing fines, and liens. 
• Processes Colorado Open Records Act (CORA) requests involving Code Compliance. 
• Organizes and manage office files and assessment searches. 

Administrative Support

• Manages supply orders, including printer supplies. 
• Prints forms and materials on cardstock as needed. 
• Distributes mail and handle general office correspondence. 
• Assists with creating and updating reports, letters, and other documents. 

 System and Database Support

• Enters and maintains accurate data in Trakit and other systems. 
• Compiles and sort data for reports and correspondence. 

Miscellaneous Tasks

• Provides additional administrative support as assigned by the Code Compliance Manager.
• Creates requests for projects throughout the year and coordinate necessary requirements, coordinate and complete designate projects with accuracy

Supervisory Responsibilities

• None- no supervisory responsibility

Travel:

• Approximately 10% of local travel may be required for this role.

Work Environment & Physical Requirements: 

Work Environment

• Safe to minimal hazards that are typically found in general office environment where there is rarely little or no exposure to injury or accident

Physical Requirements 

• Minimal physical effort typically found in clerical work
• Primarily sedentary, may occasionally lift and carry light objects
• Minimal walking or standing
• Minimal lifting of heavy items or standing for long periods of time

EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ADA Statement: We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting.  Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: HR@Greeleygov.com .

Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE. 

Salary : $20 - $25