Administrative Assistant I

Summary

Join our Team! The Town of Estes Park seeks qualified applicants for the position of Administrative Assistant I in the Town Public Works Department. For more information about the Town of Estes Park, employment, and our hiring process, please click our hiring brochure: here.

Under the direction of the Public Works Director, the Administrative Assistant positon performs specialized and responsible clerical and administrative work. Work is varied and unpredictable, handles operational and administrative details, and works with considerable independence within the scope of established policies and procedures. This position works closely with and provides adminstrative support to the Engineering, Parking, Transit and Parks divisions of the Public Works department. Areas of concentration include; front desk customer service, accepting and processing payments, receiving and processing invoices, taking minutes for Transportation Advisory Board (TAB) meetings, bookkeeping, assessing and reporting on operational budget status numbers, and document management.

This is a 32 hour/week benefit eligible position at this time. It is anticipated that a budget amendement will be brought to Town Board in April to convert the position to be full time. If the funding is secured, this position would become a 40 hour/week, regular full time position.

Examples Of Essential Duties And Responsibilities

The below list is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.

• Handles full range of clerical and administrative details, including research, spreadsheets, data manipulation, preparation of complex documents and database administration.
• Schedules and coordinates meetings and conferences.
• Issues permits, licenses, and other official certifications upon approval of supervisor or performs other specialized functions unique to departmental assignment. Examples may include, but not be limited to:
• Managing work order functions
• Managing court clerical functions
• Parking-related permits
• Prepares and maintains departmental records and reports for meetings, notices, agendas, and other matters.
• Maintains office supplies and ensures departmental needs are met.
• Maintains Town or departmental website, updating documents, organizing content and ensuring accuracy of information.
• May serve as a notary public and receptionist for a work group or department. Normally is the first point of contact for the public.
• May attend staff, committee or Board meetings and assist in agenda preparation, attend, and prepare minutes of staff or committee meetings.
• If assigned as Municipal Court Clerk, assist the Municipal Court Judge as it relates to Municipal Court, including establishing court docket, scheduling trials, cash handling/coordination of fees, maintaining court records, coordination of summons, issuing bench warrants, tracking of summary of judgements/traffic violations, complete annual report, and other duties identified by the judge.
• tay current on the Colorado Rules of Procedure of Municipal Courts, the Model Traffic Code and Colorado State Statutes regarding municipal court procedures, Town Municipal Code and the Estes Valley Development Code.
• Performs other duties as required or assigned.
  

Minimum And Preferred Qualifications

• High school diploma or equivalent (GED).
• Some post-secondary education or training in a related field.
• Level I: Minimum two (2) years of clerical, administrative or secretarial experience in a professional office setting.
  
  

CERTIFICATES, LICENSES, REGISTRATIONS

• May be required to be a Notary Public depending on assignment.
  
  

RESIDENCY REQUIREMENT: None

REMOTE WORK ELIGIBLE: May be considered per Policy 317 Telework

CELL PHONE ALLOWANCE: None

Knowledge, Skills And Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Thorough knowledge of modern office practices and procedures.
• Proficiency in the use of standard desktop productivity software such as word processors, spreadsheets, databases, presentations, and report writers.
• Thorough knowledge of grammar, spelling and punctuation.
• Considerable knowledge of departmental and organizational activities.
• Working knowledge of bookkeeping and accounting methods as required by the position.
• Ability to exercise initiative and independent judgment and to react resourcefully under varying conditions.
• Ability to maintain high level of confidentiality, be tactful and use sound judgment.
• Ability to communicate effectively, both verbally and in writing, and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with employees, customers and the general public.
• Ability to work in direct customer service capacity; make sound judgements and deliver negative information in a constructive manner; resolve disagreements, think quickly, manage sensitive situations with tact and diplomacy and maintain self-control when dealing with customers in stressful situations.
• Ability to provide technical advice on codes and the underlying rational for codes, conveying, both verbally and in writing.
• Ability to manage projects effectively and meet firm deadlines.
• Ability to provide excellent customer service to internal and external stakeholders.
  
  

REPORTS TO: Public Works Director

EXEMPT: No

PAY GRADE: TP140 ($48,709 - $68,193 annual equivalent)

Physical Requirements And Work Environments

Frequency GuideRarely (R)Occasionally (O)Frequently (F)Constantly (C)Less than - 5%6 – 301% - 70%Over 70% Physical TaskFrequencyPhysical SurroundingsFrequencySittingCExtreme TemperaturesRStandingFInside WorkFWalkingFOutside WorkRRunningRWalking on uneven surfacesRStoopingOWorking at heightRKneelingOOther: SquattingO ClimbingOEnvironmental Conditions BalancingRExposure to ChemicalsRReachingFExposure to Gases/Fumes/DustRGraspingOHigh Noise LevelsRFingeringOModerate Noise LevelsOHandlingOVibrationsRVisual Acuity: NearFLight/Power Equipment OpsRVisual Acuity FarOHeavy Equipment OperationRDepth PerceptionOWork in TrafficRColor DiscriminationOLocal TravelOPeripheral VisionOOut of Town TravelRTalkingFOther: HearingF Other: Weight of Objects Moved Over 100 poundsR Over 50 PoundsR Over 10 poundsF

The Town of Estes Park offers a comprehensive benefits program. Benefits include retirement, medical (eligible spouse, family), dental (family), vision(family), life insurance, sick leave, vacation, floating holidays, and volunteer leave. Our Benefits Summary Guide will provide more details. The Town also offers a Homeownership Program and aid for Dependent Care through a Flexible Spending Account.

Additional information regarding retirement: All town employees contribute to social security. In addition, this position participates in Colorado PERA retirement.

01

Do you have a minimum two (2) years of clerical, administrative or secretarial experience in a professional office setting? Please briefly explain your experience.

02

In a few sentences please describe your experience with computer skills as they relate to word processing and spreadsheet software as well as any bookkeeping and/or invoice processing experience.

• Required Question