Administrative Assistant II

City of Centennial; Centennial (CO); On-site; USD 35,000 - 48,000; Full time

Job summary

The City of Centennial, Colorado is seeking an Administrative Assistant II to support the Community Development department and City Clerk’s office. The role handles meetings, confidential correspondence, public records requests, and prepares presentations and reports with precision.

Responsibilities include scheduling events, updating the city's website, taking minutes for planning and zoning meetings, coordinating travel and training, and ensuring accessibility compliance across documents.

Qualifications

• Bachelor's degree in Public Administration, Business Administration, or related field.
• Completion of specialized coursework in office practices, records management or accounting.
• Minimum three years of professional administrative experience preferred.

Responsibilities

• Handle meetings and appointments; prepare confidential correspondence and records.
• Schedule logistics for City events and coordinate public records requests.
• Draft responses by phone or email and organize workflow with priorities.
• Prepare content and presentations; update City website related to outreach.
• Take minutes, arrange meetings, and support Planning & Zoning Commission meetings.
• Ensure accessibility of documents and liaise with other departments.

Skills

Interpersonal skills

Attention to detail

Typing speed

Minutes taking

Oral and written comms

Multitasking

Education

Bachelor's degree in Public Administration or related field

Tools

MS Office Pro 2016

Adobe Publisher

Job description

The City of Centennial, Colorado is an organization driven to quality products and outcomes while adhering to sound fiscal practices and efficient provision of services. We seek to attract and retain the best staff to assist us in this mission and, in return, foster a culture which supports all employees using their talents every day to do what they do best. A winner of nine Gallup Exceptional Workplace Awards, we are proud to embody the link between highly engaged workforce and excellence in business outcomes. We are an innately collaborative culture dedicated to talents and focused on results.

The individual filling this position is responsible for handling multiple priorities including, but not limited to, arranging meetings and appointments; prepares correspondence of a highly technical and often extremely confidential nature; responds to certain correspondence independently; makes decisions on administrative matters independently; serves as recorder for various meetings; recognizes management and staff priorities; schedules and coordinates logistical arrangements for City events; responds to inquiries from citizens regarding City matters; organizes and coordinates work flow; establishes priorities and deadlines; reviews work for accuracy, timeliness, and conformance with procedures and processes.

Administrative Assistant II Hiring Range - $25.65 - $30.14/Hour

Administrative Assistant II Salary Range - $25.65 - $34.63/Hour

The following statements are illustrative of the essential duties of the job and do not include other nonessential or peripheral duties that may be required. The City of Centennial retains the right to modify or change the essential and additional functions of the job at any time.

• Anticipates the Community Development Director and Community Development department staff’s needs and proactively brings together appropriate people and resources to support them in addressing issues.
• Works independently and within teams on projects on a regular basis to advance the department’s annual goals.
• Directs and prioritizes standards for the screening of incoming mail, email, voicemail and appointments using expert judgment and knowledge.
• Drafts written responses or reply by phone or email when necessary.
• Coordinates with the City Clerk on all public records requests related to the Community Development department.
• Responds to regularly occurring requests for information.
• Independently assists in research, develops content, and creates effective presentations.
• Receives and initiates extensive, regular outside contacts on behalf of the department.
• Responsible for updating the City’s website related to public outreach and project outreach.
• Schedules and organizes evening committee meetings, to include taking minutes and meeting room set-up; attends a minimum of two evening meetings per month as required for the Planning & Zoning Commission.

• Serves as the accessibility subject matter expert by remediating documents to meet accessibility standards and collaborating with other accessibility experts across the City to ensure compliance and inclusivity.
• Acts as a liaison with other departments and outside agencies, including high-level staff, City Attorney and other internal or external staff and contracted personnel.
• Handles confidential and non-routine information and explains policies when necessary.
• Handles all public notices as requested.
• Organizes and plans special events, including training, conferences and workshops. Responsible for conference registrations, travel schedules, and per-diems.

• Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for the accuracy and clarity of the final copy.

• Writes, develops and designs general correspondence, memos, presentations, charts, tables, graphs, business plans, and so forth, as directed.
• Coordinates monthly department report, Key Performance Measures (KPMs) and City Council action follow-up with the City Manager’s Office to ensure receipt of complete and timely information.
• Tracks department staff assignments to citywide committees.

• Responsible for case tracking, external referrals, file and record management and legal publications associated with all land use cases.

• Performs distribution and mailing of documents, sorting and routing mail, making photocopies, picking up mail, etc.

• Responsible for the maintenance, updating and retention of records, data and content managed within the scope of the position. Acquires and utilizes knowledge of City’s electronic content management systems and guards against the unauthorized removal, destruction or use of municipal records. Recognizes and respects that City employees forego any personal or proprietary right to the City’s records including those that may have been developed, created or compiled during their tenure in employment.
• Other duties as assigned

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment connected to the position.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Requires high-level knowledge and expertise of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MS Office Professional 2016 - MSWord, Excel, Access, Outlook and PowerPoint).
• Adobe and Publisher a plus.
• Modern office terminology, procedures, equipment and records management.
• General math, bookkeeping and English composition.
• Municipal program and operations.
• Other duties as assigned

Skills:

• Requires high-level interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
• Requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple, competing tasks and demands.
• Requires skill in typing accurately at a high rate of speed.
• Requires skill in accurately taking and transcribing minutes.
• Requires skill in operating modern office equipment.
• Requires skill in efficient office management, including filing and records management.
• Requires skill in effective oral and written communication.
• Requires skill in coordinating multiple tasks to meet deadlines.

Abilities:

• Requires skill in coordinating multiple tasks to meet deadlines.
• Interact and communicate with individuals at all levels of the organization.
• Work independently and as an integral part of a small management team.
• Gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Understand and follow complex oral and written directions.
• Establish and maintain effective working relationships with other employees, executives, elected officials and the general public.
• Work well under pressure in a constantly changing environment.
• Exhibit diplomacy and the highest ethical standards in all matters.
• Compose and prepare complex correspondence, reports and minutes.
• Express oneself clearly and concisely.
• Discretely handle confidential information.
• Handle multiple tasks simultaneously.
• Make independent decisions and work with minimal supervision.
• Be self-directed and self-driven.

• Bachelor's degree in Public Administration, Business Administration, or a related field, or an equivalent combination of related education and experience.
• Completion of specialized coursework or demonstrated training in general office practices, including:
  Advanced computer and office technology skills
  Records management and filing
  Accounting and bookkeeping
  General administrative practices
• Minimum of three (3) years of progressively responsible professional administrative experience in a related field.
• Experience providing high-level administrative support and working with senior-level officials, executives, or other key stakeholders is preferred.
• Municipal government experience involving progressively responsible clerical, business, or general office responsibilities is preferred.
• Demonstrated ability to exercise independent judgment and make sound decisions within established policies and procedures.
• Strong multitasking, organization, and prioritization skills, with the ability to manage competing priorities and deadlines.
• Demonstrated ability to adapt to changing priorities, develop effective strategies, and accomplish goals independently and efficiently.

Must be able to perform the essential functions of this job, with or without accommodation.

Physical Demands

The person in this position must be able to remain in a stationary position 50% of the time; needs to occasionally move about inside the office to access file cabinets, office machinery, etc. Occasionally moves office equipment weighing up to 30 pounds. The person in this position frequently communicates with Council members, staff, vendors, and residents; must be able to exchange accurate information in these situations. Must be able to identify Council members, staff, vendors, and residents, as applicable. Must be able to observe, assess, record, and interpret information.

Work Environment

Work is performed primarily in an office setting with in-person and telephone contacts and may involve frequent interruptions. Work may require attendance at evening and/or weekend meetings.

Equipment Used/Required

Frequently operates a computer and other office productivity machinery, such as a calculator, copy/fax machine, and computer printer.

EXPECTATION OF ALL EMPLOYEES

Support the City’s mission and values.

Mission

Driven to provide exceptional service to the Centennial community.

Values

Collaborative, Intentional, Service Oriented, and Innovative

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.