Administrative Assistant II / III - Water & Sewer

City of Greeley•Greeley, CO

1d•Onsite

About The Position

The City of Greeley is seeking an Administrative Assistant II/III to join the Water & Sewer Department. This position reports to the Executive Assistant in Water & Sewer and will provide administrative support to the Cross Connection & Backflow, 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, ordering supplies, making credit card edits, scanning, preparing reports, developing spreadsheets, supporting events, answering phones, responding to questions and inquiries, scheduling meetings, collecting and sorting mail, and other various projects and requests. The incumbent will provide backup coverage for other administrative staff in the department that will include covering the above mentioned tasks.

Requirements

High School diploma or equivalent
Two (2) to four (4) years of increasingly responsible administrative support experience (for Admin II)
Associates Degree (two-year degree) or certification program of comparable length (for Admin III)
Four (4) to six (6) years of increasingly responsible administrative support experience (for Admin III)
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 by the hiring authority.
A valid driver’s license
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 to 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 focus on activities that have the greatest impact on meeting work commitments.
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
Build trust and maintain harmonious and respectful working relationships with those contacted in the course of work
Customer service skills, including the ability to actively listen, address customer needs, defuse tense situations, and maintain an open, flexible, and friendly demeanor.
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
Frequent hearing and repetitive motion
Continuously sitting and talking
Occasional carrying/lifting light objects (10lbs), crouching, feeling, 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

Nice To Haves

English/ Spanish bilingual skills preferred
Experience using Oracle accounting and payroll systems

Responsibilities

Provide a high level of administrative support to an office of staff members with varied responsibilities and support
Establishes and maintains effective working relationships
Enter and manipulate data using a personal computer
Provides excellent customer service to internal staff, patrons, and citizens
Track, monitor, and pay departmental invoices; handle all AP/AR, procurement, bidding, and CIP processes for associated divisions (paying all invoices, RFP support, handling Visa, managing award contracts, processing change orders and contract amendments, and coordinating deliveries and orders with vendors
Audit files
Compose memos, outgoing correspondence, presentation materials and other documents
Perform basic mathematical calculations
Coordinate calendars and schedule meeting
Operate standard office equipment (e.g., computers, fax machines, copiers, printers, calculators, etc.)
Learn the organization, procedures, and operating details of the department/division
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
Perform routine clerical work including the maintenance of appropriate records and preparation of reports
Accurately enters and manipulates information using a computer