Administrative Assistant III - Water & Sewer Boards

City of Greeley•Greeley, CO

21d•$24 - $35•Onsite

About The Position

The City of Greeley is seeking an Administrative Assistant III to join the Water & Sewer Department, in General Administration. 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 various boards and commission meetings, 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 working for the city.

Requirements

Associates degree (two‐year degree) or certification program of comparable length.
3‐5 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 Colorado municipal business processes, organizational structure, and the City’s Operations as well as the roles of outside agencies.
Communication skills (oral, written, listening) to clearly convey information, accurately interpret others, and tailor messages for diverse audiences.
Collaboration and interpersonal skills to facilitate teamwork across departments and diverse backgrounds, build partnerships with internal/external stakeholders, and work effectively both in person and remotely.
Customer service orientation, including needs assessment, de‑escalation, timely response, and commitment to meeting quality service standards.
Technology proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook,), Oracle, CivicClerk, and the ability to learn systems.
Organizational and time‑management skills to set priorities, manage calendars and meetings, meet deadlines, and handle multiple competing tasks.
Resilience and adaptability to perform under pressure, adjust to changing priorities, and focus on high‑impact activities.
Ability to work independently with minimal supervision and sound reliable professional judgment, while also contributing effectively as part of a team.
Initiative and strong work ethic, including self‑starting, problem‑solving, and maintaining a positive, professional demeanor.
Ability to exercise discretion and maintain confidentiality on sensitive matters; follow chain of command when appropriate.
Political acumen to navigate complex governmental environments and represent the department and City professionally.
Cultural competence to communicate and work effectively with individuals of diverse backgrounds, cultures, and ages.
Relationship building skills to establish trust and maintain respectful, harmonious working relationships.

Nice To Haves

English/Spanish bilingual skills preferred but not required
Experience running public Zoom meetings
Experience with the Oracle Accounting platform

Responsibilities

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 managing 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