Administrative Assistant- Public Works (CIP Team)

Description

This position is the core of the Public Works CIP Team by keeping the team focused on the city's and the department's priorities and strategic plan of managing the City’s Public Works Capital and Maintenance Projects, and Right of Way Permits and Licensing. The position supports the Construction team by processing pay applications and tracking project budgets and reports directly to the CIP Manager.
The position will also draft Requests for Proposals for certain services and capital project needs and participate in preparation of Council Communications for recommended contract award in order to promote a high quality of life for the residents and public of Wheat Ridge. The right candidate will need to be a self-starter, able to multi-task and stay up with a busy office, enjoy variety, be able to exercise foresight, be detail oriented, and have a good sense of humor with this incredible team of engineers and project managers.

Essential Duties and Responsibilities

• Work with a variety of internal and external customers fielding and screening calls and emails and screening and following up on matters requiring correspondence or action.
• Print off permits for approval, enter approved permits in ADG, take payments and schedule right-of-way inspections.
• Compose correspondence, reports, forms, publications, newsletters, spreadsheets, agendas, notices for publication and affiliated documents, council action forms and supporting documentation, grant and award applications if applicable and other materials.
• Collect, compile statistics, prepare summary reports, organize and prepare data for various agencies.
• Provides administrative support to project managers in the construction management and contract administration of capital projects including pay estimates, progress reports and budget tracking
• Maintains central repository of department or division files and records in accordance with official records retention policy.
• review and provide department approval for associated required forms to ensure compliance
• Creates and maintains master filing system(s).
• Manage and document standard office procedures, implement efficiencies and cross train staff.
• Ensures projects adhere to frameworks and all documentation is maintained appropriately for each project.
• Assist in the preparation of the annual expense budget; prepare reports, monitor assigned budget(s), and ensure compliance with all purchasing procedures.
• Maintain records for project and grant tracking; review and prepare accounts payable requests.
• Maintain a ledger of expenditures/revenues by account, may prepare financial reports, statistical data, required forms, and supporting documentation as required.
• May be required to plan, organize, and coordinate meetings for other department personnel; may plan and organize events related to department functions.
• Organize and attend meetings and when necessary take notes of staff meetings.
• Perform other duties assigned as appropriate by the position.

Minimum Training and Experience Required to Perform Essential Job Functions

Minimum Education and Experience Required to Perform Essential Job Functions:

EQUIPMENT USED:Standard office equipment to include personal computer and associated software, copier, calculator, and fax machine.

QUALIFICATIONS: Knowledge - Working knowledge of department's functions; special events coordination; principles, practices, and techniques of modern office management; business English, grammar, punctuation; office methods, procedures and practices; business math and basic accounting; business letter writing; personal computers and associated software; procedures, rules, ordinances, regulations and operating details of department; keen awareness of sensitive issues. Knowledge of city purchasing and procurement process and procedures including basic accounting principles

Skills - Read, write and verbally communicate at a level appropriate to the duties of the position; develop policies and procedures and budget management; provide accurate and timely computations where required; operate a personal computer for word processing, data entry and retrieval and other uses; type at a speed sufficient to accurately complete a reasonable typing workload in a timely manner; writing correspondence and providing customer service, directions, and feedback; initiative and time management skills essential. Diplomacy, communication and conflict management skills are required. Skilled in website editing and page layout software.

Abilities- Coordinate many different office support tasks, establish priorities and deadlines; manage multiple projects at a time and adjust to shifts in priorities; identify relationships between issues; interpret and apply a variety of complex organizational policies and procedures; apply independent judgment, discretion, and initiative in performing complex administrative work in a variety of projects with minimal supervision; initiate, draft, and prepare concise memoranda and correspondence; present ideas clearly and concisely, verbally and in writing; use sound judgment and discretion; keep complex records and files; operate a variety of office equipment; operate computer software proficiently including Word, Excel, Outlook and Access; gather, correlate, and analyze facts and use them to prepare reports, memoranda, legal communications, and formal and confidential correspondence; keep accurate accounting records; screen customers and respond accordingly; establish and maintain cooperative working relationships. Ability to identify problems or issues, analyze data, and make sound recommendations based upon findings. Must be able to establish and maintain effective working relationships with employees, other agencies, vendors, and the general public.

EVIDENCE OF QUALIFICATIONS:
Education and Training: High school diploma or GED, supplemented by college courses in business, administrative support, grant management, office communication.

Preferred: Associate’s degree in business, public administration, and administrative assistant or related field.

Experience: Minimum of four (4) years of responsible administrative office experience dealing with confidential material; preferred experience in the support of an administrative superior or Department Director; preferred experience in the area assigned or Any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills and abilities.

Desired Attributes:

• Strong work ethics that holds themselves accountable for high quality and timely work.
• Self-motivated and possesses an internal drive to pursue work.
• Resourceful to identify and use a variety of tools needed for problem solving.
• Adaptable to changing situations.
• Active listener who can understand and translate the needs of diverse customers.
• Strong team member.