Senior Administrative Assistant Finance

City of Loveland • Loveland, CO

7d • Onsite

About The Position

The Senior Administrative Assistant performs high level administrative, business, and operational support for the Finance Department. This position coordinates budgeting, purchasing, contract administration, scheduling, records management, clerical support, board/commission support, and departmentwide communication functions. The role serves as a central point of contact across the department and ensures efficient, accurate, and consistent business operations. This opportunity will be available to applicants until Thursday, 8.13.26 at 12:00 P.M. M.S.T. A current resume, and a cover letter are required. Ready to take your experience and skills to the next level? If you're passionate about accuracy, integrity, collaboration and making an impact for the local community, come work with a dynamic, talented, and supportive team and expand your knowledge of governmental finance! Apply today to join more than 800 employees who work to meet the core values of: Accountability & Integrity Transparency & Honoring the Public Trust Collaboration, Innovation Safety Excellent Service with Courtesy and Kindness. Our employees enjoy a competitive benefits program, various opportunities for growth and development, and an exceptional work-life balance. Please view our video Working at Loveland to learn more about our exceptional Loveland community and the benefits of working for the City.

Requirements

• High School graduate or GED required.
• 3 years experience pf progressively responsible administrative, clerical, and/or financial experience required.
• Knowledge of budgeting, financial tracking tools, and City financial/payroll systems.
• Knowledge of contractual agreements and purchasing practices.
• Strong written and verbal communication; ability to interact professionally with staff, volunteers, boards, and the public.
• Ability to plan, organize, and manage multiple tasks in a fast‑paced environment while meeting deadlines.
• Ability to discern and maintain confidentiality.
• Competence with Microsoft Office, Excel, PowerPoint and database‑driven systems; ability to learn new technologies.
• Ability to compile and analyze data and prepare accurate reports.
• Ability to develop efficient administrative processes and solve operational problems independently.

Nice To Haves

• Associate Degree or higher preferred.
• Experience in public facility and/or municipality environment preferred.
• Notary Public certification preferred.

Responsibilities

• Collects, inputs, reconciles, and analyzes financial data for preparation of departmental reports and budget updates.
• Assists in preparing annual budget requests and inputs data into the financial software system.
• Processes purchase orders, invoices, check requests, petty cash, vouchers, payments, and refunds as needed.
• Manages purchasing card review, approvals, and dispute resolution.
• Maintains financial records for all assigned funds across the consolidated department.
• Manages inventory and selects/purchases office and operational supplies in accordance with City accounting practices.
• Manages departmental contract administration, working with City Attorney, and City Manager to ensure accurate implementation, renewals, and compliance.
• Supports specialized contract needs in coordination with Purchasing, including software, point of sale systems, etc.
• Ensures timely processing of timecards and provides follow‑up and support to staff and supervisors.
• Enters new employee information, tracks employee changes, and generates required reports.
• Schedules meetings; prepares agendas, meeting notes, and departmental communications; updates procedures and manages filing systems.
• Provides frontline response to public and internal inquiries regarding programs, policies, operations, and projects.
• Supports office management including supply management, breakroom upkeep, , and customer service responses as needed.
• Prepares and coordinates City Council packet items.
• Manages department USPS bulk mail permit, FedEx/UPS services, and mail distribution.
• Serves as secretary to applicable Finance commission preparing agendas, minutes, packets, and maintaining regular communication with members.
• Supports and manages technical capabilities during meetings, ensuring smooth operation and quick issue resolution.
• Participates in leadership team meetings and supports project coordination.
• Assist with CORA requests for the department.
• Maintain department Sharepoint sites and assist the Communications Department with website updates as needed.
• Coordinates facility use, rentals, scheduling, and support for department events and meetings.
• Supports special events and interdepartmental initiatives as needed.
• Supports weekly deposits and resolves issues with Accounting/Purchasing.
• Gathers and compiles data; prepares reports, summaries, and recommendations for leadership teams.
• Monitors, facilitates, and compiles data and prepares reports as requested or required for Finance.
• Assists in special projects, department functions, meetings, and events as assigned.
• Performs other duties as assigned.

Benefits

• Two (2) Medical plans, Dental, Vision (for self/ spouse/ children)
• A Dedicated, exclusive Employee Health and Wellness Center
• Discounted Chilson Center passes
• Paid vacation, holidays, floating holidays, and medical leave
• Flexible spending including Dependent Care
• Life Insurance, AD&D, Short-term and Long-term disability, and voluntary Critical Illness Coverage
• Retirement 401a, 457, Roth (pre-& post tax) and company match
• A Comprehensive Employee Assistance Program
• Voluntary 529 College Invest program
• Tuition Reimbursement
• Employee Referral Program
• Personal and Professional Development opportunities
• Employee Recognition Program
• Exceptional work-life balance
• Market based pay & regular performance reviews
• Local Government employment is eligible for Public Loan Forgiveness Program

What This Job Offers

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