Council and Board Program Specialist

City of Boulder • Boulder, CO

6d • Onsite

About The Position

Under limited supervision, provides prompt, welcoming, and courteous customer-focused service to City Council Members, the public and colleagues while keeping division or department workflows running smoothly. This position assists internal customers with programs centered in Cultural and Economic Development, Police Oversight Panel, including the Independent Police Monitor, and with external customers in the Parking program and general inquiries. Supplies full-spectrum administrative, financial, operational and technical backup in a dynamic team atmosphere.

Requirements

• Ability to demonstrate dependability and reliability.
• Known for following up and delivering on commitments.
• Ability to demonstrate experience and skills in math.
• Ability to demonstrate independent judgment.
• Ability to demonstrate leadership qualities such as integrity, accountability, empathy, humility, resilience, vision, influence, and positivity.
• Ability to demonstrate time management skills to use time effectively and efficiently.
• Ability to embrace workplace change and maintain a strong commitment to continuous learning.
• Ability to maintain confidentiality when handling sensitive information, with access limited to specific data for assigned duties.
• Ability to operate office equipment.
• Ability to perform cash handling and end-of-day sales reconciliation in accordance with policies and internal controls with robust attention to detail.
• Capable of understanding and troubleshooting accounting transactions in the registration system.
• Ability to take proper safety precautions to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Use all required safety equipment and follow all safety regulations, policies and procedures. Report all accidents and damage to city property.
• Ability to work independently to prioritize and resolve problems and to complete tasks while working under pressure in a fast-paced environment.
• Ability, interest, and desire to communicate courteously and effectively with the public and City staff and to provide good customer service both in person and over the telephone and capable of communicating progress to keep stakeholders informed of timelines.
• Knowledge of strong organizational skills.
• Has attention to detail and capable of mapping out processes, meeting deadlines and effectively tracking progress.
• Skill and experience in data entry.
• Skill and experience in developing and maintaining accurate filing systems.
• Skill and experience in organizing and coordinating projects.
• Skill and experience in proofreading and editing, including excellent grammar, punctuation, and spelling.
• Skill and experience with word processing, email, database and spreadsheet software.
• Skill in financial budgeting or accounting.
• Skill in identifying what needs to be done and taking initiative before being asked or before the situation requires it.
• Must successfully pass a background check before first day of work and maintain acceptable screening.
• Associates degree; or equivalent of four (4) years of progressively responsible related experience may substitute for the education requirement only.
• Three (3) years of progressively responsible administrative experience.
• Must hold and maintain a valid driver's license.

Nice To Haves

• Ability to read, write and speak English and Spanish in a professional capacity for communication objectives.
• Skill and experience in transcribing meeting minutes.
• Skill in performing high level office management tasks and working directly for a chief executive preferably with municipal government functions and processes, including support to council, boards and commissions.
• Bachelor’s degree in related field.

Responsibilities

• Manage the day-to-day administrative tasks for the Mayor and eight council members, such as calendaring, travel and conference arrangements, maintaining contact lists, and assistance with email responses for council members.
• Respond to council member and resident requests for information in conjunction with the City Manager’s office staff.
• Support coordination of city council’s community engagement events and conduct follow-up communication with members of the public and city staff.
• Provide program support to the Cultural and Economic Development program including working with the Senior Manager, administrative staff and the Board Chairs to define meeting schedules and board agendas up to six (6) months in advance and plays a key role in managing the boards’ calendars.
• Prepare meeting packets, meeting minutes and provides logistical support for meetings.
• Provide program support to the Independent Police Monitor.
• Support the Police Oversight Panel.
• Work with Independent Police Monitor and Panel Chairs to define meeting schedules.
• Support Police Oversight Panel recruitment efforts that include scheduling interviews and preparing interview packets.
• Create and publish meeting notices and is responsible for meeting the legal public notification requirements.
• Act as department contact to other departments for coordination and resolution of administrative or board issues.
• Establish record keeping procedures and reporting standards, ensuring effective management of the organizations’ records.
• Provide support for the Deputy City Manager and Assistant City Managers. May include but is not limited to managing their calendars, scheduling appointments, and any additional logistical preparation needed for such events as well as maintaining and updating related files and materials.
• Use discretion and maintain strict confidentiality when accessing sensitive city-wide information and organizational planning data.
• Oversee coordination of official documents and contracts for the City Manager's approval and signature via the electronic routing log.
• Maintain appointment calendars and schedule meetings, including facilities.
• Coordinate arrangements for travel, receptions, meetings, public forums, and other high-profile events. Some of these events may require off-hour responsibilities and schedule flexibility.
• Support could include sending invitations, decorating, ordering food, etc.
• Deliver exceptional customer service as one of the first points of contact in the City Manager’s Office, engaging professionally with the public, staff, council members, and officials via phone, email, or in person to resolve issues, answer inquiries, provide information, and offer way-finding support.
• Perform administrative tasks in support of daily operation of the department including functions such as photocopying, typing, sorting, packaging, mailing, assembling documents and reports, and distribution of materials, including distribution of mail.
• Represent the City Manager to community members who are making inquiries, expressing concerns, offering input, or registering complaints, and respond to inquiries on behalf of the City Manager and provide appropriate follow-up.
• Assist with coordinating and identifying high priority work issues and items regarding department program tasks and is assigned duties consisting of a variety of difficult or complex tasks involving a thorough knowledge of department policies, programs, procedures, rules, regulations and scope of jurisdiction while maintaining confidentiality and following up with appropriate staff members to ensure timely responses.
• Assist with reservations for reservable touchdown spaces, offices, huddle rooms and conference rooms in the Penfield Tate Municipal Building.
• Provide program support to parking services customers in person, on the phone and on-line.
• Operate the Parking registration system, including Point of Sale, Permit Validation and Sales, and Product Registration.
• Complete sales and refunds of all parking products, including garage and lot permits, neighborhood resident and commuter permits, dash permits, validation products, mall permits, No Parking Work signage, special events, and all other sales transactions.
• Verify all submission documents (permit copies, licenses, insurance riders, sales tax licenses, renewal dates, etc.) including interfacing with local and national vehicle registration databases.
• Verify accuracy of and maintain records of applications and transactions such as payments, billings, deposits and reconciling purchasing card statements.
• Reconcile revenue for domestic partnership registrations, parking transactions, etc.
• Compose and modify written materials such as correspondence and memorandums which may include editing, correcting grammar, proofreading and creating written materials.
• Coordinate and assist with emergency evacuation events for the department.
• Create, improve and maintain the departmental web pages.
• Support the City Clerk, City Council, Equity and Belonging division, Intergovernmental Affairs and Special Events.
• Troubleshoot technology issues, contact Innovation and Technology (IT) or Facilities when needed.
• Assist with monitoring inventory of office supplies and coordinates purchases with team.
• Interact with vendors for repair and maintenance of office equipment and requests work orders for facilities management.
• Assist with training new staff.
• Maintain and update customer instruction manuals and internal Standard Operating Procedures (SOPs).
• Perform related duties as to meet the needs of the city.
• Know and comply with all city and department policies and participates in professional trainings and development.

Benefits

• Benefit Eligibility Group: Non Union (30+ Hours) Locate the Benefit Eligibility Group value on the Employee Benefit Eligibility document to identify the benefits offered for this job.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree