Administrative Assistant III - Water & Sewer Boards

City of Greeley • Greeley, CO

6d • $24 - $30 • Onsite

About The Position

This 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 the Water and Sewer board and Water and Sewer City Council items, 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 staff. The successful candidate will bring a high level of organizational skills, excellent customer service experience, and a passion for the economic development of the city.

Requirements

• High school diploma or GED required
• Four (4) to six (6) years increasingly responsible administrative support experience or other relevant business experience.
• Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job
• Possession of a valid driver’s license.
• Knowledge of standard office practices, purchasing processes, document management, vendor contracts, customer service principles, and municipal operations.
• Knowledge of the organization and operation of the City and outside agencies as necessary to perform assigned responsibilities.
• Strong organizational skills, including the ability to prioritize work, manage multiple assignments, coordinate schedules and meetings, meet deadlines, and adapt to changing priorities.
• Strong oral, written, interpersonal, collaboration, and active listening skills, with the ability to communicate clearly and build effective relationships with diverse individuals.
• Ability to exercise sound independent judgment, solve problems, maintain confidentiality, and follow appropriate procedures and chain of command when handling sensitive matters.
• Ability to work independently with minimal supervision and effectively collaborate with others in-person and remotely.
• Ability to provide professional, timely, and responsive customer service, including addressing concerns and effectively managing difficult or sensitive situations.
• Ability to take initiative, maintain productivity and a strong work ethic, and remain focused on priorities.
• Ability to represent the City and department professionally and establish and maintain positive, respectful working relationships with employees, customers, vendors, and external partners.

Nice To Haves

• Associates degree (two‐year degree) or certification program of comparable length.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams; experience with Oracle and CivicClerk preferred, with the ability to learn new systems.

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 manages 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
• 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