Administrative Assistant II - Homeless Solutions

Full Salary Range: $19.57 – $25.78 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 a 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.  

City of Greeley's Total Rewards

The City of Greeley is proud to offer a robust benefits package in addition to your wages.  This package includes health and wellness, retirement savings, discounted access to Greeley facilities and more. 

Benefits: This position is benefits eligible. Please view our benefits guide here.

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

**This is a term-limited position funded through 2025, with the possibility of becoming permanent if additional funding is approved at a later date.**

Job Summary:

The City of Greeley is seeking a dedicated Administrative Specialist II to join the Homeless Solutions team.

Responsible for assisting with the administration of the Housing and Homeless Solutions department including greeting and assisting customers and filing and managing records retained by the Housing and Homeless Solutions department. Provides responsible, professional, administrative, and confidential support and assistance in supporting the day-to-day operations of the Housing and Homeless Solutions City of Greeley Department. 

Experience, Knowledge, Skills:

Minimum Requirements

• High School diploma or equivalent. 
• Two (2) years of administrative support experience. 
• Three (3) years’ experience working in customer service-oriented office environment
• One (1) year experience working with Microsoft Word, Excel, Access, PowerPoint, or other equivalent software packages.

OR

• Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job.

Preferred

• Bilingual in Spanish and English.
• One (1) Experience in Oracle HCM.
• One (1) Experience working within a municipality.
• One (1) year experience working with municipal purchasing and procurement processes and procedure

Knowledge, Skills, and Abilities

• Knowledge of general clerical procedures, practices, or operations as required.
• Knowledge of the business and organizational structure of Colorado municipalities.
• Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal. 
• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems.
• Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others.
• Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly.
• Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate, and facilitate meetings, and make decisions.  
• Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness.
• Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments.
• Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results.
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed.
• Ability to self-start and take initiative in completing daily tasks and special projects.
• Ability to establish and maintain partnerships with a variety of internal and external constituencies.
• Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages.
• Ability to navigate a complex political environment.
• Ability to follow detailed instructions.
• Ability to prepare routine reports or correspondence.
• Ability to multi-task with inflexible deadlines. 
• Ability to handle and maintain sensitive and confidential material.
• Ability to maintain accurate and detailed records and record keeping systems.

Essential Functions:

• Provides administrative support for the designated department, while meeting deadlines as assigned.
• Answers phones, transfers calls, takes messages, answers questions, and provides information to callers. 
• Assists with the daily administration of the department such as opening and routing mail, making and distributing copies of departmental documents, and performing receptionist duties
• Prepares correspondence, reports, newsletters, and supporting documents as requested.
• Performs PCARD editor tasks; enters purchase orders, processes invoices, and assures compliance with established procurement policies and procedures. 
• Ensures compliance with all purchasing procedures; inventories and orders supplies as needed;
• Prepares purchase requests, deposits, receiving reports, and check requisitions as needed 
• Composes and submits travel documents; reconciles travel expense documents and reimbursements.  
• May provide basic training and information for department staff on use of office technology and relevant software. 
• Schedules appointments and meetings; maintains calendars for department leadership
• Flexibility is required as this position may be required to work evenings, weekends.
• Provides notetaking services as needed
• Coordinates with other departments for maintenance, IT, and other issues that arise in the department, including and not limited to submitting TDX tickets accordingly.
• Manages onboarding and offboarding tasks for the department
• Creates requests for projects throughout the year and coordinates necessary requirements.
• Displays good problem solving and decision-making skills. 
• Assists with the preparation of public meetings and events.
• Writes and compiles documentation using appropriate grammar and punctuation; sorts, organizes, and prepares meeting documentation.
• Maintains office files in an organized and efficient manner.
• Performs routine administrative support including the maintenance of appropriate records and preparation of reports.
• Enters pertinent and confidential information into computer system accurately.
• Communicates effectively in person, via email, via virtual meetings and via telephone.
• Communicates effectively both verbally and written. 
• Corresponds by meeting in person, via phone calls, emails, or written letters. 
• Establishes and maintains effective working relationships.
• Conducts business in alternate locations within City buildings or field sites, sometimes in formal settings.

Supervisory Responsibilities

•  NA no supervisory responsibilities

Work Environment and Physical Requirements

Travel:

• May require approximately 10% travel.

Work Environment: 

• Work is primarily performed in an office environment.
• Minimal physical effort is typically found in clerical work.
• The essential functions of this position require the daily use of a computer and telephone.
• . On occasions the incumbent may have to work outside.
• On occasions the incumbent may have to work on evenings or weekends when necessary for events

Physical Requirements:

• Primarily sedentary, may occasionally lift and carry light objects.
• Walking and/or standing as needed and minimal.
• This position requires a great deal of typing and sitting at the desk for several hours a day.
• On Board meeting days and for events, there is some light lifting of boxes materials, and presentation supplies.
• Hearing sufficient to record minutes of meeting and perform routine office tasks.
• Vision enough to read computer keyboards, reference books, and other written documents.
• Manual dexterity enough to accurately input, retrieve, and verify work assignments.

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 - $26