Administrative Assistant II - Planning

Salary Range: $19.57 - $25.48 hourly

Hiring Range: $19.57 - $22.55 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

Job Summary:

This position is responsible for a high level of administrative support. Supports the functional area in preparing and distributing agendas for various boards and commissions; taking and preparing detailed meeting minutes; posting and tracking legal notices; typing and compiling reports and correspondence; maintaining consistency in processes; billing for services. Supports researching projects/special projects; maintaining data in organizational systems, filing, answering telephones; responding to internal and external customers.

Experience, Knowledge, Skills:

· High School diploma or equivalent.

· Ability to follow detailed instructions.

· Requires typing or bookkeeping skills.

· Entry level knowledge of complex software programs, including Microsoft Word, Outlook, Excel, Adobe, Finance Plus.

· General knowledge of office procedures, practices, or operations.

· Ability to prepare routine reports or correspondence.

· Ability to use printers, copiers, scanners.

· Familiarity with LaserFische/Image, Silo/Zasio/Rio Workflow desired.

Essential Functions:

· Clerk to Council - Open, review & prepare Mayor/Council mail, disseminate via Tuesday mail packet, with close attention to filtering for consistency with Council/Manager form of government, re-route to other Directors or staff as may be appropriate, and follow-up with Executive team members for responses; Council Chambers set up for regular Council Meetings, Work sessions, and Special Meetings each week including mail delivery, agenda and other hand out dissemination, set up sign-in table, snacks and water, and other special needs, prepare and distribute Presiding Officer's Meeting Script via email ahead of the meeting and hard copy at meeting; post notice of Council Meetings and , as well as all boards and commissions, at both entrances to City Hall, plan and organize occasional meals for Council meetings, prepare note cards and order name badges and business cards for Council as requested.

· City Clerk - Process accounts payables/receivables, Visa card transactions and assign BUN's, and edit monthly Visa purchases for all team members of the City Clerk's Office except self; process FedEx mailings, monitor and order office supplies and copy paper, customer service, both in person and on the phone via the City Clerk's Office main incoming phone line.

· Liquor Licensing - Send renewal letters to all liquor-licensed establishments 60 days prior to license expiration date; review and route all filed liquor license renewal applications to the City's Administrative Review Team via workflow software and deposit all City application fees to the Finance Department; monitor and maintain liquor data base; prepare public hearing signs and communicate timeline for posting with applicants of special event permits and new applications.

· Records Management - Electronically record documents that are not legislative actions; prepare official paper agendas, minutes, ordinances and for permanent retention (prepare paper index, coordinate binding); secure & prepare board & commission agendas, minutes and resolutions for permanent retention (scanning, indexing, etc.); back-up to search, retrieve/track files in and out of Central Records within a variety of file structures, communicate status of availability to customers for pick up, scan and transmit certain documents to customers.

· Communication: Accepting applications, accepting fees, notification of public hearing signs to post. Securing Visa transaction receipts, troubleshooting charges & appropriate BUNs. Confirming receipt of information, forwarding citizen calls, requesting assistance. Typically seeking assistance, asking for information, complaints, checking in for interviews, submitting applications. Pay for Department charges, special orders, researching prices.

· Problem solving and decision making: Work tasks are not completely defined by comprehensive procedure; rather there may be limited, clear variations of precedent or alternative, defined solutions that should be considered. Latitude is expected to consider the most appropriate procedure or precedent to follow. Examples: Customer or citizen requests on the phone and in person - on a regular basis customers come in and have requests that are not a City of Greeley issue or service, so the person in this position is expected to independently think about options and ideas for how to get the information requested and/or get the customer to the right place. Screening of phone calls is routine as well to redirect questions to the appropriate staff or agency. Additionally, tasks are given that require some independent thought and creativity about how to reach the desired outcomes, and sometimes there is no precedent; it may be the first time this task has been assigned.

Work Environment & Physical Requirements:

· Light to moderate physical effort that includes frequent standing or walking or maintaining arms and hands in the same position for repetitive tasks.

· Frequently works with light objects and light hand tools.

· Examples: Tasks in the Central Records Center regularly involve climbing a tall ladder to look for and retrieve boxes of files and records.

· Much time rearranging of files and records occurs in the CRC to help make room for incoming documents.

· Additionally, there is a lot of excessive moving and lifting during records destruction projects.

· Occasional lifting of up to 50 lb. boxes of records and files.

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

· Generally, other than lifting and loading documents from the CRC, the office setting at City Hall is safe with very minimal hazards that would create injury or accident.

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