Administrative Assistant III/IV - Boyd and Bellvue Boards

Job Description

Full Salary Ranges:

Administrative Assistant III: $23.70 - $30.82 Hourly

Administrative Assistant IV: $28.13 - $37.98 Hourly

Anticipated Hiring Ranges

Administrative Assistant III: $23.70 - $27.26 Hourly

Administrative Assistant IV: $28.13 - $33.05 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.

This position is benefit eligible. Please view our benefits guide here .

Job Summary

The City of Greeley is seeking an Administrative Assistant III/IV to join the Water & Sewer Department, in General Administration and Water Treatment. This position reports to the Office Manager – Water & Sewer Department and plays a central role in providing high level administrative support by supporting the function areas of the various divisions within the Water & Sewer department. The successful incumbent will provide support in preparing and distributing agendas for various boards and commission meetings, taking and preparing detailed meeting minutes, posting, and tracking legal notices, and typing and compiling reports and correspondence. Additionally, this role will maintain consistency in processes and support for billing services, researching projects/special projects, maintaining data or organizational systems, filing, answering phones, assisting in training other administrative support staff within the Department and offering support to key internal and external stakeholders, which includes connecting the business to the appropriate staff. The successful candidate will bring a high level of organizational skills, excellent customer service experience, and a passion for the development of the city.

Experience, Knowledge, Skills

Minimum Requirements

Level III

• Associates degree (two‐year degree) or certification program of comparable length
• Plus 2-4 years of increasingly responsible administrative support experience or other relevant business experience
  
  

Level IV

• Associates degree (two-year degree) or certification program of comparable length
• Plus 7 years' increasingly responsible administrative support experience or other relevant business experience
  
  

Preferred

• English/Spanish bilingual skills preferred but not required
• Notary Public or the ability to obtain within 120 days of start date
• 8 years' increasingly responsible administrative support experience or other relevant business experience preferred
• Previous experience working for a Municipality preferred
• Previous experience running public meetings over Zoom platform in the room and virtually preferred
• Previous experience training staff preferred
• Previous experience working with requisitions and invoices in Oracle or another system a plus
  
  

OR

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

AND

Possession of a valid driver’s license.

Knowledge, Skills, And Abilities

• 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.), Oracle, CivicClerk, Zoom (experience running
  
  

public meetings through the Zoom platform) and a willingness to 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 organize, plan, and execute logistics tied to meeting and/or event planning
• Ability to work independently in the absence of 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 focus on activities that have the greatest impact on meeting work commitments.
• 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.
• Knowledge of customer service principles and best practices, including customer needs assessments, meeting quality service standards, and evaluating customer
  
  

satisfaction.

• Knowledge of incident response and handling methodologies.
• Customer service skills, including the ability to actively listen, address customer needs, defuse tense situations, and maintain an open, flexible, and friendly
  
  

demeanor.

• Ability to deliver a high level of commitment to customer service.
• Ability to respond to requests in a timely manner.
• Ability to present oneself professionally in appearance, demeanor, and effort.
• Ability to effectively collaborate with team members in-person and remotely.
• Ability to solve a variety of problems and exercise sound independent judgement related to business office functions, including following the chain of command on
  
  

sensitive matters.

• Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Ability to maintain confidentiality when dealing with sensitive issues.
• Ability to represent the department and the City in a positive and professional manner.
• Build trust and maintain harmonious and respectful working relationships with those contacted in the course of work.
• Ability to respond to requests in a timely manner.
  
  

Essential Functions

• Provide a high level of business and administrative support for the department, including the following tasks:
• Prepares packets, forms, and other documentation for distribution.
• Assists with Water and Sewer monthly Board meetings by providing assistance with technical equipment, taking meeting minutes, and preparing packets.
• Manages vendor contracts and ordering office supplies.
• Establishes and manages departmental standard operating procedures (SOPs).
• Oversees document management and audits files.
• Tracks, monitors, and pays departmental invoices; handles accounting, procurement, and purchase orders.
• Coordinates events and meetings including scheduling staff, planning agendas, providing materials and food as needed, and managing the event budget.
• Composes memos, outgoing correspondence, presentation materials, and other documents.
• Coordinates calendars and schedules meetings.
• Screens and answers calls.
• Coordinates travel arrangements, event registrations, and professional engagements.
• Monitors department projects and provides coordination with other City staff and outside agencies.
• Coordinates and administers special projects as assigned.
  
  

Supervisory Responsibilities: None.

Travel: Occasional travel to other office locations, specifically to the Boyd Water Treatment Plant in Loveland, CO and the Bellvue Water Treatment Plant in Fort Collins, CO.

Work Environment And Physical Requirements

• Communication skills sufficient to hear and convey information to/from the public via telephone and in person.
• Hearing sufficiently to record minutes of meetings and perform routine office tasks.
• Operate a vehicle and standard office equipment requiring continuous or repetitive hand/arm movements.
• Vision enough to interpret computer screens and documents to assist the public and complete work assignments; specific vision abilities required by this job include
  
  

close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

• Manual dexterity enough to accurately input, retrieve, and verify work assignments; employee is regularly required to use hands to finger, handle, or feel and reach
  
  

with hands and arms.

• Duties may occasionally require light to moderate physical effort that includes stooping, kneeling, crouching, crawling; frequent standing or walking; frequently lifting
  
  

and/or moving up to 10 pounds and occasionally lifting and/or moving up to 25 pounds; maintaining hands and arms in the same position for repetitive tasks and

frequently working with light objects and light hand tools.

• This position requires a great deal of typing and sitting at the desk for extended periods of time each day. This position is primarily in the office with occasional
  
  

events that may require being outdoors, giving tours, etc. When tours include construction sites, safety equipment is provided.

• On Board meeting days and for events, there is some light lifting of boxes, materials, and presentation supplies.
• Extensive work is performed on a computer with repetitive data entry; work is primarily performed at a desk.
• Subject to inside environment with protection from weather conditions but not necessarily from temperature changes.
• Subject to working alone and/or with groups and/or attending meetings.
• Spends extended periods of time at fixed workstation.
• May be required to conduct business in alternate locations within City buildings or field sites, sometimes in formal settings.
• May be required to work overtime.
• Employee may have frequent interruptions.
• Required to multi-task with inflexible deadlines.
• Frequent contact with the public--in person, via email/telephone, sometimes while facing adverse or confrontational situations with internal/external customers.
• Work is structured with established instructions and procedures.
• Frequent contact with public and employees in person and by telephone.
• Work is performed in an open office environment.
• Exposure to frequent background noise.
• Employee may be asked to drive personal vehicle for business purposes.
• Employee is not substantially exposed to adverse environmental conditions; work performed is sedentary, generally in an office 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.
• Communication skills sufficient to convey information via telephone and in person.
• Hearing sufficiently to record minutes of meeting and perform routine office tasks.
• 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. The essential functions of this job require frequent hearing and repetitive motion; continuously sitting and talking; and

occasional carrying/lifting light objects (25 lbs.) and occasional lifting/moving of file boxes (up to 40 lbs.), crouching, feeling, fingering, reaching, standing, and

walking and sitting for extended periods of time.

• Mobility enough to stand, sit and move within a confined work area.
• Employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data/figures; transcribing; viewing a computer terminal;
  
  

extensive reading of printed materials; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using

measurement devices-- graphs; and/or assembly or fabrication of parts at distances close to the eye.

• 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 .