Administrative Assistant II – Water & Sewer – 1369 Full Time

DESCRIPTION/RESPONSIBILITIES:

Salary Range: $19.57 – $25.48 Hourly

Job Summary:

The City of Greeley is seeking an Administrative Assistant II to join the Water & Sewer Department.  This position reports to the Office Manager in Water & Sewer and will provide administrative support to the Distribution, Transmissions, Collections, Instrument and Control, and Meters divisions of the Water & Sewer Department.  The successful candidate will bring organizational skills and attention to detail, along with a willingness to learn and grow in the position.

This position will provide general office duties including data entry and auditing, processing vendor payments and purchase orders for capital projects, assisting with inventory control, ordering supplies, making credit cards edits, scanning, preparing reports, developing spreadsheets, and supporting events.  The incumbent will provide backup coverage for other Administrative staff in the department, including answering phones, responding to questions and inquiries, scheduling meetings, sorting mail, and various projects and requests.

Experience, Knowledge, and Skills:

MINIMUM REQUIREMENTS:

• High School diploma or equivalent

• Valid driver’s license

• One (1) to three (3) years of increasingly responsible administrative support experience

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

PREFERRED:

• English/ Spanish bilingual skills preferred

• Experience in inventory management

Knowledge, Skills, and Abilities:

• Knowledge of business operations principles and best practices

• Knowledge of office management principles and best practices

• Proofreading, grammar, punctuation, and formatting skills, including the ability maintain consistency and be cognizant of and address details

• Ability to interpret and apply complex rules and regulations

• 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

• Ability to handle and maintain sensitive and confidential material

• Ability to be cognizant of and address details

• Ability to organize, plan, and execute logistics tied to meeting and/or event planning

• Ability to maintain accurate and detailed records and record keeping systems

• Ability to prepare reports, briefings, and presentations in a variety of formats (e.g. verbal, written, visual, etc.)

• Knowledge of customer service principles and best practices, including customer needs assessments, meeting quality service standards, and evaluating customer satisfaction.

• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and 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 work independently with minimal 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

Essential Functions (Duties and Responsibilities):

Communication and Customer Service

• Communicates in a face-to-face, one-on-one settings, in person, using a telephone, and via Teams

• Establishes and maintains effective working relationships

• Provides excellent customer service to internal staff, patrons, and citizens

Task Management and Organization

• Effectively prioritizes multiple tasks and meets deadlines under pressure and with constant interruptions

• Researches and assembles information in an understandable format (e.g., budget data)

• Maintains office files in an organized and efficient manner

• Other duties may include a variety of special assignments and projects and administrative support to management as needed

Reporting and Data Maintenance

• Performs routine clerical work including the maintenance of appropriate records and preparation of reports

• Accurately enters and manipulates information using a computer

Work Environment and Physical Requirements:

• Work is primarily performed in an office environment

• Extended periods of time at a fixed workstation

• Frequent and inflexible deadlines

• Exposure to frequent background noise

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

• Employee may be required to conduct business in alternate locations within City buildings or field sites; sometimes in formal settings

• Employee may have frequent contact with the public–in person, via email/telephone; sometimes adverse or confrontational situations. Includes internal/external customers

• Requires ability to perform multiple tasks at one time with frequent interruptions

• Employee is subject to working alone and/or with groups and/or attends meetings

• Environment is safe to having minimal hazards that are typically found in general office environment where there is rarely little or no exposure to injury or accident

• Communication skills to interfere with other departments and agencies

• The essential functions of this job require frequent hearing and repetitive motion; continuously sitting and talking; and occasional carrying/lifting light objects (10lbs), crouching, feeling, fingering, reaching, standing, and walking

• Mobility enough to stand, sit, and move within a confined work area

• Vision enough to read computer keyboards and monitors, reference books, and other written documents with close visual acuity to perform an activity such as: preparing and analyzing data/figures; transcribing; extensive reading of printed materials or graphs

• 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: [email protected] .

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.