Job Details
Job Description
Anticipated Hiring Range: $23.70 - $28.66 hourly
Benefits: This position is benefits eligible. Please view our benefits guide here.
Job Summary:
The City of Greeley is seeking a dedicated and high-level Administrative Support III to join the Housing and Homelessness team.
This position is responsible for a high level of administrative support with high attention to detail. Supports the functional area in preparing and distributing agendas for various boards and commissions; taking and preparing detailed meeting minutes; posting and tracking legal notices; typing and compiling reports and correspondence; maintaining consistency in processes; billing for services. Supports researching projects/special projects; maintaining data in organizational systems, filing, answering telephones; responding to internal and external customers. The ideal candidate will have a passion for the Housing and Homelessness department and proven ability to work independently as well as a team player.
Experience, Knowledge, Skills:
Minimum Requirements
- High School diploma or equivalent.
- Three (3) to Five (5) years of increasingly administrative support experience.
- Three (3) to Five (5) years of exceptional experience working with Microsoft Word, Excel, Access, PowerPoint, or other equivalent software packages to manage data and provide reports.
OR
- Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job.
Preferred - Bilingual in Spanish and English.
- One (1) Experience in Oracle HCM.
- One (1) Experience working within a municipality.
Knowledge, Skills, and Abilities - Knowledge of business office functions.
- Knowledge of department purchasing and bill paying, record keeping, filing systems, and procedures.
- Knowledge of general clerical procedures, practices, or operations as required.
- Knowledge of the business and organizational structure of Colorado municipalities.
- Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal.
- Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems.
- Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others.
- Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly.
- Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate, and facilitate meetings, and make decisions.
- Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness.
- Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments.
- Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results.
- Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed.
- Ability to self-start and take initiative in completing daily tasks and special projects.
- Ability to focus on activities that have the greatest impact on meeting work commitments.
- Ability to establish and maintain partnerships with a variety of internal and external constituencies.
- Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages.
- Ability to navigate a complex political environment.
- Ability to follow detailed instructions.
- Ability to prepare routine reports or correspondence.
- Ability to effectively collaborate with team members in-person and remotely.
- Ability to multi-task with inflexible deadlines.
- Ability to handle and maintain sensitive and confidential material.
- Ability to maintain accurate and detailed records and record keeping systems.
Essential Functions: - Provides a high level of administrative support to two new departments and the Assistant City Manager- who supervises the directors.
- Works directly with high profile and community-focused housing and homelessness departments, while interacting daily with the community.
- Provides a high level of calendar management support to Assistant City Manager, and other high-level executives as needed.
- Assists with detailed event coordination, conceptualizing theme ideas, planning, managing vendor relations and client communications, creating negotiating contracts, document preparation, overseeing the set-up, execution, and cleanup of events.
- Works directly with vendors, on various detailed information, providing exceptional customer service and administrative support.
- Provides administrative and customer support for the designated department, while meeting deadlines as assigned.
- Answers phones, transfers calls, takes messages, answers questions, and provides information to callers.
- Creates requests for projects throughout the year and coordinates necessary requirements.
- Displays good problem solving and decision-making skills.
- Assists with the preparation of public meetings and events.
- Writes and compiles documentation using appropriate grammar and punctuation; sorts, organizes, and prepares meeting documentation.
- Maintains office files in an organized and efficient manner.
- Performs routine administrative support including the maintenance of appropriate records and preparation of reports.
- Composes memos, outgoing correspondence, presentation materials and other documents.
- Prepares packets, forms, and other documentation for distribution.
- Works independently and in groups.
- Performs basic mathematical calculations.
- Effectively performs multiple tasks and meets deadlines under pressure with constant interruptions.
- Learns the organization, procedures, and operating details of the department/division.
- Orders departmental supplies.
- Enters pertinent and confidential information into computer system accurately.
- Communicates effectively in person, via email, via virtual meetings and via telephone.
- Communicates effectively both verbally and written.
- Corresponds by meeting in person, via phone calls, emails, or written letters.
- Establishes and maintains effective working relationships.
- Conducts business in alternate locations within City buildings or field sites, sometimes in formal settings.
- Audits files
Supervisory ResponsibilitiesWork Environment and Physical Requirements:Work Environment: - Work is primarily performed in an office environment.
- The essential functions of this position require the daily use of a computer and telephone.
- The essential functions of this position are mostly performed in an office environment. On occasions the incumbent may have to work outside.
- Minimal physical effort is typically found in clerical work.
Physical Requirements: - Primarily sedentary, may occasionally lift and carry light objects.
- Walking and/or standing as needed and minimal.
- This position requires a great deal of typing and sitting at the desk for several hours a day.
- On Board meeting days and for events, there is some light lifting of boxes materials, and presentation supplies.
- Communication skills sufficient to convey information via telephone and in person.
- Hearing sufficient to record minutes of meeting and perform routine office tasks.
- Mobility enough to stand, sit and move within a confined work area.
- Employees are required to have close visual acuity to perform an activity such as: preparing and analyzing data/figures; transcribing; viewing a computer terminal; and extensive reading of printed materials.
- Vision enough to read computer keyboards, reference books, and other written documents.
- Manual dexterity enough to accurately input, retrieve, and verify work assignments.
- conditions.
- Exposure to all weather conditions.
Travel: - May require approximately 10%% of travel.
EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits 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.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
ADA Statement: We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: ...@Greeleygov.com .
Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE.