What are the responsibilities and job description for the Business Specialist III - City Manager's Office position at City of Lakewood, CO?
JOB
Apply by: 4/5/2024
Pay Range
$23.27-$30.23
Provides administrative support for the City Manager’s Office and to the Mayor and City Council. Main duties include handling reception duties and answering phone inquiries. Assists in the preparation of various documents and maintains the department’s filing system acting as CMO’s liaison to the Records Retention Committee. Performs other duties as required by the Executive Assistant to the City Manager and members of the City Manager’s Office and other staff.
Essential Duties and Responsibilities
Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion. Employees must be able to perform the essential duties of this job with or without reasonable accommodation.
Requires regular and prompt attendance to perform receptionist duties to include, greeting and acknowledging all visitors, answering, and screening all incoming phone calls, directing visitors and callers to appropriate staff, department, or agency.
Assists the City Manager’s Office, Mayor, and City Council with administrative needs. Acts as backup to Executive Assistant to City Manager.
Assists with the preparation and scheduling of meetings by producing correspondence, coordinating rooms, obtaining refreshments, arranging for sound systems etc., occasionally acting as hostess and may be involved with follow up minutes and note taking.
Manages conference room condition, readiness, and reservations.
Assists in coordinating work assignments with the Executive Assistant position.
Orders and maintains supplies for the department supply storage room.
Performs accounts payable functions for the City Manager’s Office and Mayor and City Council, to include monthly credit card reconciliation.
Performs and maintains filing system by updating/creating new files in accordance with the rules and regulations provided to us by the State of Colorado.
Processes incoming/outgoing mail and faxed materials and distributes appropriately.
Acts as CMO liaison to the Records Retention Committee and attends scheduled meetings. Manages the Administrative Regulation notebook, obtaining the City Manager’s signature and forwards outdated regulations to Central Records for permanent storage.
Reporting Relationships
Supervision Received: Executive Assistant to the City Manager
Supervision Exercised: None
Knowledge, Skills and Abilities
Ability to handle numerous interruptions, shifting priorities and tight deadlines.
Ability to work with people who may be frustrated, angry or upset.
Must possess excellent customer service skills with the ability to work as a team player as well as independently.
Ability to interact effectively and positively with a variety of people at all levels of the City as well as with many external customers.
Ability to maintain confidentiality while working with sensitive issues.
Data entry skills and knowledge of filing systems.
Strong organizational and time management skills.
Knowledge of basic accounting principles is preferred.
Must demonstrate critical thinking skills and ownership of assigned projects, following up with other team members until the project is complete.
Technological Skills
Ability to use Microsoft Office Suite to include Word, Excel, Outlook, and Power Point.
Proficient in producing Word documents and merging functions.
Proficient in producing Excel spreadsheets.
Ability to type 50 wpm.
Education and Experience
Education: High School diploma or equivalent
Experience:
Three years of administrative experience that includes working with Excel spreadsheets and creating documents in Word.
Extensive experience with word processing and spreadsheet applications and general proficiency in all Microsoft Office products.
Proofreading skills and meticulous attention to detail.
Experience coordinating meetings and gatherings of various sizes.
Experience working with multiple incoming phone lines.
Certification/Licenses/Specialized Training
Ability to obtain Notary designation within six months of hire and adhere to requirements.
LIGHT WORK: Exerting up to 30 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work
Physical Demands
Bend or position self to move items from higher place to lower place or vice versa
Sit, stand or be stationary
Talk, hear, converse, communicate, or exchange information
Use of hands and/or fingers in a repetitive motion to handle, pinch, grasp, move, feel, and inspect, etc.
Walk, ascend, descend on both even and uneven terrain
Vision to include distance, depth perception, peripheral and color
Environmental Conditions may include
Office settings
Physical Requirements – No Physical Needed
Lift, carry, push, pull, move, or positions from all levels up to 30 lbs. with or without assistance
Background and reference checks will be conducted for all regular and some variable/seasonal positions.
Apply by: 4/5/2024
Pay Range
$23.27-$30.23
Provides administrative support for the City Manager’s Office and to the Mayor and City Council. Main duties include handling reception duties and answering phone inquiries. Assists in the preparation of various documents and maintains the department’s filing system acting as CMO’s liaison to the Records Retention Committee. Performs other duties as required by the Executive Assistant to the City Manager and members of the City Manager’s Office and other staff.
Essential Duties and Responsibilities
Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion. Employees must be able to perform the essential duties of this job with or without reasonable accommodation.
Requires regular and prompt attendance to perform receptionist duties to include, greeting and acknowledging all visitors, answering, and screening all incoming phone calls, directing visitors and callers to appropriate staff, department, or agency.
Assists the City Manager’s Office, Mayor, and City Council with administrative needs. Acts as backup to Executive Assistant to City Manager.
Assists with the preparation and scheduling of meetings by producing correspondence, coordinating rooms, obtaining refreshments, arranging for sound systems etc., occasionally acting as hostess and may be involved with follow up minutes and note taking.
Manages conference room condition, readiness, and reservations.
Assists in coordinating work assignments with the Executive Assistant position.
Orders and maintains supplies for the department supply storage room.
Performs accounts payable functions for the City Manager’s Office and Mayor and City Council, to include monthly credit card reconciliation.
Performs and maintains filing system by updating/creating new files in accordance with the rules and regulations provided to us by the State of Colorado.
Processes incoming/outgoing mail and faxed materials and distributes appropriately.
Acts as CMO liaison to the Records Retention Committee and attends scheduled meetings. Manages the Administrative Regulation notebook, obtaining the City Manager’s signature and forwards outdated regulations to Central Records for permanent storage.
Reporting Relationships
Supervision Received: Executive Assistant to the City Manager
Supervision Exercised: None
Knowledge, Skills and Abilities
Ability to handle numerous interruptions, shifting priorities and tight deadlines.
Ability to work with people who may be frustrated, angry or upset.
Must possess excellent customer service skills with the ability to work as a team player as well as independently.
Ability to interact effectively and positively with a variety of people at all levels of the City as well as with many external customers.
Ability to maintain confidentiality while working with sensitive issues.
Data entry skills and knowledge of filing systems.
Strong organizational and time management skills.
Knowledge of basic accounting principles is preferred.
Must demonstrate critical thinking skills and ownership of assigned projects, following up with other team members until the project is complete.
Technological Skills
Ability to use Microsoft Office Suite to include Word, Excel, Outlook, and Power Point.
Proficient in producing Word documents and merging functions.
Proficient in producing Excel spreadsheets.
Ability to type 50 wpm.
Education and Experience
Education: High School diploma or equivalent
Experience:
Three years of administrative experience that includes working with Excel spreadsheets and creating documents in Word.
Extensive experience with word processing and spreadsheet applications and general proficiency in all Microsoft Office products.
Proofreading skills and meticulous attention to detail.
Experience coordinating meetings and gatherings of various sizes.
Experience working with multiple incoming phone lines.
Certification/Licenses/Specialized Training
Ability to obtain Notary designation within six months of hire and adhere to requirements.
LIGHT WORK: Exerting up to 30 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work
Physical Demands
Bend or position self to move items from higher place to lower place or vice versa
Sit, stand or be stationary
Talk, hear, converse, communicate, or exchange information
Use of hands and/or fingers in a repetitive motion to handle, pinch, grasp, move, feel, and inspect, etc.
Walk, ascend, descend on both even and uneven terrain
Vision to include distance, depth perception, peripheral and color
Environmental Conditions may include
Office settings
Physical Requirements – No Physical Needed
Lift, carry, push, pull, move, or positions from all levels up to 30 lbs. with or without assistance
Background and reference checks will be conducted for all regular and some variable/seasonal positions.
Salary : $23 - $30
Business Recruitment/Retention Specialist / Economic Development / City Manager's Office #8561
City of Cape Coral -
Cape Coral, FL
Business-to-Business Sales Specialist
Aflac Garden City Office -
Rockville Centre, NY
Administrative Assistant III - City Manager's Office
City of Charlottesville -
Charlottesville, VA
