Office Coordinator

Town of Gypsum • Gypsum, CO

12d • Onsite

About The Position

The Office Coordinator provides administrative and operational support for the Town of Gypsum across various municipal functions. This role is responsible for delivering exceptional customer service and supporting the day-to-day operations of Town Hall. The position serves as a key point of contact at the front desk and plays a vital role in ensuring effective communication and service delivery to residents, businesses, and other stakeholders. Fluency in Spanish and English strongly preferred.

Requirements

• English usage, spelling, grammar, and punctuation.
• Modern office practices and procedures.
• Basic mathematical calculations.
• Communicate effectively verbally and in writing.
• Work with frequent interruptions.
• Effectively deal with angry, irate, or disgruntled customers.
• Read and comprehend instructions, correspondence, and memorandums.
• Organize and maintain payment records for prompt and accurate referral or retrieval.
• Establish successful working relationships internally as well as externally.
• Willingness to learn additional duties as needed.
• Computer proficiency with word processing and spreadsheet applications, including Microsoft Word, Excel, Outlook, and specialized accounting software.
• Effectively operate office equipment, including personal computer, copier, scanner, fax machine, and calculator.
• Perform utility software data processing tasks, including data entry, queries and retrievals, reports, and custom report design.
• High school diploma or equivalent required.
• Two (2) years of administrative, clerical, or customer service experience preferred.
• Passport certification required within 3 months of hire date.
• Notary certification required within 3 months of hire date.
• Must successfully pass a criminal background check and pre-employment drug screen.

Nice To Haves

• Associate degree or coursework in public administration, business, or a related field preferred.
• Fluency in Spanish and English strongly preferred.

Responsibilities

• Serve as one of two primary customer service representatives at the front desk, greeting visitors and responding to public inquiries in person, by phone, and via email.
• Answer incoming telephone calls and direct the caller to the correct person or work group, or take and relay messages as appropriate.
• Perform a variety of standard administrative office duties, including data entry, record keeping, preparing and processing various documents, basic bookkeeping, and maintaining files.
• Assist visitors with completing government forms and other Town documents and applications.
• Maintain confidentiality of work-related issues, records, and Town information.
• Calculate payments due and determine correct accounting codes.
• Prepare cash receipting transactions, review and edit reports, make corrections, and balance entries.
• Operate cash register.
• Receive and verify documentation required for passports such as evidence of citizenship, naturalization documents, birth certificates, passports, marriage certificates, court documents, and state-issued driver licenses and identification cards; review all forms for accuracy before submitting to the Department of State.
• Take passport photos.
• Coordinate and purchase meals, drinks, snacks, and kitchen supplies for Town Council and staff; coordinate upkeep of Town Hall seasonal décor and kitchen cleanliness.
• Conduct and prepare the Costco audit and payments.
• Provide support for Municipal Court on court dates.
• Maintain a positive attitude and help provide a pleasant atmosphere for employees, council members, and citizens.
• Perform other duties as assigned.

Benefits

• Equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
• Compliance with the Americans with Disabilities Act (ADA).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED