Administrative Assistant II / III - PW Engineering

City of Greeley • Greeley, CO

15d • Hybrid

About The Position

The Administrative Assistant II–III provides advanced administrative, financial, and operational support to the Engineering and Stormwater Divisions within Public Works. This position serves as a centralized support role responsible for coordinating financial processes, procurement activities, project documentation, regulatory support, records management, and day-to-day administrative operations. This role requires strong organizational skills, attention to detail, independent judgment, and the ability to manage multiple priorities in a fast-paced environment. The position supports Capital Improvement Program (CIP) projects, stormwater regulatory compliance efforts, cross-departmental coordination, and customer service functions while serving as a key point of contact for internal staff, external agencies, contractors, vendors, and the public. The Administrative Assistant II performs intermediate-level administrative support duties with growing responsibility and independence, while the Administrative Assistant III performs advanced administrative coordination and operational support functions requiring a higher degree of technical knowledge, problem-solving, discretion, and decision-making responsibility.

Requirements

• High school diploma or equivalent required.
• Two (2) to four (4) years of progressively responsible administrative support experience (for AA II).
• Four (4) to six (6) years of progressively responsible administrative support experience, including advanced administrative coordination and increased responsibility (for AA III).
• Possession of a valid driver’s license.
• Ability to solve a variety of problems and exercise sound independent judgement related to business office functions, including following the chain of command on sensitive matters.
• Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Ability to maintain confidentiality when dealing with sensitive issues.
• Ability to work independently in the absence of supervision.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Build trust and maintain harmonious and respectful working relationships.

Nice To Haves

• Associates Degree in a related field
• Bilingual in English and Spanish.

Responsibilities

• Process accounts payable, reconciliations, and invoice tracking for Engineering and Stormwater operations and projects.
• Complete purchasing card (p-card) reconciliations and process employee reimbursements.
• Track purchase orders, contracts, and capital project expenditures, including CIP and stormwater projects.
• Support budget monitoring and reporting in coordination with division leadership and Finance staff.
• Pull and review expenditure status reports regularly and assist in identifying and documenting budget variances.
• Assist with procurement processes, including bid documentation, contract routing, change orders, and compliance tracking.
• Provide advanced administrative support to Engineering and Stormwater staff, including document preparation, records management, and coordination of daily operations.
• Assist in the development, documentation, and maintenance of Standard Operating Procedures (SOPs).
• Manage division administrative functions, including office supplies, equipment coordination, and copier support.
• Maintain and distribute division contact lists and organizational resources.
• Serve as administrator for shared inboxes and internal communication systems.
• Assist with documentation and tracking related to stormwater regulatory requirements (e.g., MS4 permit compliance, inspections, and reporting).
• Assist with preparation of regulatory reports and compliance documentation.
• Provide oversight and coordination of administrative functions related to board and commission meetings, including agenda preparation, meeting materials, scheduling, compliance with posting requirements, and documentation of official records.
• Maintain organized project files, including contracts, permits, reports, and correspondence.
• Assist with data collection, reporting, and tracking of project and program performance metrics.
• Support consultant and contractor coordination by managing documentation and communication.
• Coordinate, attend and process minutes, meeting invites and presentations associated with two advisory boards.
• Serve as a primary point of contact for internal and external inquiries, including developers, consultants, vendors, residents, and regulatory agencies.
• Provide customer service support related to engineering and stormwater inquiries, including drainage concerns and infrastructure questions.
• Facilitate communication between Engineering, Stormwater, Public Works divisions, Finance, Planning, Utilities, and external partners.
• Coordinate meetings, including scheduling, agenda preparation, and documentation of minutes for project and operational meetings.
• Assist with internal communications, reporting, and coordination of division initiatives.
• Crosstrain in multiple administrative and program support functions to provide flexible, centralized support.
• Support Engineering and Stormwater Division staff and collaborate with multiple departments and external stakeholders.
• Exercise independent judgment in prioritizing tasks and managing competing deadlines.
• Performs other duties as assigned.

Benefits

• This position is benefits eligible.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED