Administrative Assistant III Water & Sewer Boards

Full Salary Range: $24.16 - $35.05 Hourly

Anticipated Hiring Range: $24.16 - $29.59 Hourly

*This posting will remain open until filled.

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 couldbe 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 Greeleys 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 guidehere.

Job Summary:

The City of Greeley is seeking an Administrative Assistant III to join the Water & Sewer Department in General position reports to the Executive Assistant 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 and offering support to key internal and external stakeholders which includes connecting the business to the appropriate successful candidate will bring a high level of organizational skills excellent customer service experience and a passion for working for the city.

Experience Knowledge and Skills:

Minimum Requirements:

• Associates degree (twoyear degree) or certification program of comparable length.

• 35 years increasingly responsible administrative support experience or other relevant business experience.

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 drivers license

Preferred:

• English/Spanish bilingual skills preferred but not required

• Experience running public Zoom meetings

• Experience with the Oracle Accounting platform

Knowledge Skills and Abilities:

• Knowledge of Colorado municipal business processes organizational structure and the Citys Operations as well as the roles of outside agencies.

• Communication skills (oral written listening) to clearly convey information accurately interpret others and tailor messages for diverse audiences.

• Collaboration and interpersonal skills to facilitate teamwork across departments and diverse backgrounds build partnerships with internal/external stakeholders and work effectively both in person and remotely.

• Customer service orientation including needs assessment deescalation timely response and commitment to meeting quality service standards.

• Technology proficiency with Microsoft Office (Word Excel PowerPoint Outlook) Oracle CivicClerk andthe ability to learn systems.

• Organizational and timemanagement skills to set priorities manage calendars and meetings meet deadlines and handle multiple competing tasks.

• Resilience and adaptability to perform under pressure adjust to changing priorities and focus on highimpact activities.

• Ability to work independently with minimal supervision and sound reliable professional judgment while also contributing effectively as part of a team.

• Initiative and strong work ethic including selfstarting problemsolving and maintaining a positive professional demeanor.

• Ability to exercise discretion and maintain confidentiality on sensitive matters; follow chain of command when appropriate.

• Political acumen to navigate complex governmental environments and represent the department and City professionally.

• Cultural competence to communicate and work effectively with individuals of diverse backgrounds cultures and ages.

• Relationship building skills to establish trust and maintain respectful harmonious working relationships.

Essential Functions (Duties and Responsibilities):

• 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 Duties: N/A

Standard Local Travel: This position requires occasional local travel within the County.Employees may be expected to walk or drive short distances to attend meetings trainings or perform work at other city buildings or partner sites.

Work Environment and Physical Requirements:

Work 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.

• Work is performed in an open office environment with noise levels excessive at times and exposure to frequent background noise.

• This position requires a great deal of typing and sitting at the desk for extended periods of time each day.

• Frequent contact with the public in person and via email and telephone and sometimes facing adverse or confrontational situations with internal and external customers.

• This position is primarily in the office with occasionalevents that require being outdoors giving tours etc.

  • When tours include construction sites safety equipment is provided.

• Subject to inside environment with protection from weather conditions but not necessarily form temperature changes.

• Subject to working alone with a group or attending meetings.

• Occasionally conduct business in alternate locations within City building or field site sometimes in formal settings.

• Frequent interruptions.

• May be required to work overtime

• Required to multi-task with inflexible deadlines

• Work is structured with established instructions and procedures

• Employee may be asked to drive personal vehicle for business purposes

Physical Requirements:

• Minimal physical effort typically found in clerical work.

• Sedentary work; may occasionally lift and carry light objects.

• Minimal walking or standing.

• Minimal lifting heavy items or standing for long periods of time.

• Communication skills sufficient to hear and convey information to the public via telephone and in person

• Hearing sufficiently to record minutes of meetings and perform routine office tasks

• 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;

• 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 boxes up to 40 pounds; maintaining hands and arms in the same position for repetitive tasks and frequently working with light objects and light hand tools

• On Board meeting days and for events there is some light lifting of boxes materials and presentation supplies.

EOE Statement:The City of Greeleyprovides 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:.

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 pageHERE.