Administrative Assistant II- Code Compliance - Seasonal

To be Considered for this role please apply directly at the City of Greeley Website below:

https://elvp.fa.us2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/job/1945/?utm_medium=jobshare&utm_source=External Job Share

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.

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- not required but a plus!

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 o#ice 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

Job Types: Full-time, Temporary

Pay: $19.57 - $22.52 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift

Ability to Commute:

• Greeley, CO 80631 (Required)

Work Location: In person

Salary : $20 - $23