Administrative Assistant III - Fleet Services

City of Greeley•Greeley, CO

5d•Onsite

About The Position

The Administrative Assistant III position will provide a high level of administrative support for the designated department. This role supports the functional area in preparing and distributing agendas for various boards and commissions, taking and preparing detailed meeting minutes, posting and tracking legal notices, typing and compiling reports and correspondence, maintaining consistency in processes, and billing for services. This role supports and completes research and/or special projects, maintains data in organizational systems, files documents, answers telephones, and responds to internal and external customers.

Requirements

High School Diploma or equivalent.
Three (3) to five (5) years of administrative support experience with increased responsibility.
Possession of a valid driver’s license.
OR Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job.
Ability to solve a variety of problems and exercise sound independent judgment 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

Bilingual in English and Spanish.

Responsibilities

Daily use of AssetWorks Fleet Focus, role will have some duties related to work orders, inventory, fuel uploads, and billing.
General oversight of WEX fuel cards: issuance, reconciliation, and fraud monitoring.
Preparation of quarterly fuel tax refunds and ACH payments.
Support for motor pool billing and reporting, reporting anomalies to Fleet Manager.
Coordinate tool inventory management with Fleet Services shops and Foremen using a shared document for insurance tracking.
Accounts payable and reconciliation for Fleet Services Shops.
VISA (p-card) reconciliation for Fleet Services staff.
Staff reimbursements processing.
Purchase order tracking and capital purchase documentation.
Budget monitoring and reporting with Fleet Manager and PW Budget Analyst.
Pull and review Expenditure Status Reports bi-weekly for all Fleet shops.
Research and provide documentation for budget variances (over/under).
Submit bid exceptions, legal requests, and change orders as needed.
SOP development and updates.
Uniform and PPE coordination: Track eligibility for replacements (e.g., safety boots).
Manage who/when purchases and set up reimbursements.
Manage copiers (issues, support, and supply coordination).
Order and manage office supplies.
Maintain and disseminate Fleet Services contact list.
Administrator for fleet services shared inbox.
Participate in mail duty rotation with other division admins.
Coordinate and schedule interviews for new hires.
Assist with onboarding: PAFs, badge/key setup, purchase card requests.
Support for walk-ins, vendors, phone/email communications.
Relay information between departments and vendors (e.g., Finance, Facilities, Communications).
Coordinate meetings (Fire, Police, Equipment Boards): agendas, minutes, scheduling.
Event planning and internal communications.
Cross-training in Coordinator and Fleet Specialist duties.
Supports Fleet Services employees and interacts with multiple departments.
Requires independent judgment, multi-tasking, and technical fluency.
Performs other duties as assigned.