Administrative Assistant - Planning & Development

City of Northglenn; Colorado; Presencial; USD 35 000 - 40 000; Tempo integral

Resumo da oferta

City of Northglenn seeks a complex clerical and administrative professional to provide high-level support to a Department Director or Manager/Administrator. This non-exempt role emphasizes handling a wide range of tasks, preparing correspondence, and managing confidential information with independent judgment.

The position requires a high school diploma with college courses in business administration and about five years of related experience.

Qualificações

• High school diploma or equivalent, plus college courses in business administration; five years of administrative experience.
• Thorough knowledge of modern office practices and business English, spelling and math.
• Knowledge of City operations, complaints handling, and departmental workflows.
• Ability to make decisions per laws, ordinances, regulations and policies; ability to prepare effective correspondence.
• Ability to supervise the work of other employees.

Responsabilidades

• Provide frequent administrative assistance to the Department Director or Manager/Administrator.
• Prepare correspondence, reports and documents requiring independent judgment.
• Prepare bid documents and specifications; compile data for reports.
• Attend meetings, record actions, and transcribe summaries.
• Monitor department budget and purchasing procedures; process accounts payable and purchase orders.
• Screen routine matters; handle sensitive calls and schedule department services.
• File and organize records; maintain filing systems and expenditures ledger.
• Support GO-Enforce/CRM case management in Neighborhood Service division.
• Possess strong interpersonal and de-escalation skills for customer interactions.
• Understand and interpret municipal codes.
• Attendance is essential and overtime may be required.

Conhecimentos

Interpersonal skills

De-escalation skills

Customer service

Supervisory ability

Formação académica

High school diploma or equivalent

College courses in business administration

Ferramentas

GO-Enforce/CRM system

Descrição da oferta de emprego

Hiring range for this position is $25.21 - $29 / hour

This is complex clerical and administrative work providing frequent administrative assistance of wide and varied scope to a Department Director or Manager/Administrator.

An employee in this class performs complex and varied public contact and administrative work for a high level City administrator. Emphasis of the work is on relieving the supervisor of as much administrative detail as possible. Employees work on projects covering a wide variety of subjects and are often under the pressure of completing them within a limited time period. Work affords considerable independence of action in preparing correspondence, giving information, receiving complaints, and performing other public contact work. Work requires the exercise of independent judgment and discretion in execution. The employee receives general supervision from a top administrator, who makes only occasional review of work and makes general assignments in terms of desired results. Work is evaluated through observation of results and in the course of conferences. (Employees in this class are considered confidential.)(Any one position may not include all the duties listed nor do the listed examples include all tasks which may be found in positions of this class.)

Performs complex clerical duties; keeps advised of current status of the work of the department or division; collects and compiles information as necessary; maintains master filing system.

Knowledge of department specific software may be required.

Composes and types correspondence, reports and other documents requiring considerable independence of judgment as to content, accuracy and completeness; prepares bid documents and specifications; collects, organizes and prepares data for departmental, state and federal reports; operates computer and/or word processor in composing and completing a variety of tasks.

Meets a variety of callers from other departments and offices and from outside the City government, ascertains the purpose of their visits and personally handles the matter, refers the caller to the proper department or, if necessary, arranges an interview for the caller with the appropriate administrative official.

Attends meetings, takes or records and transcribes summary of actions; may serve as a secretary to special purpose commissions; prepares notice of meetings and agenda.

Assists in the preparation of the annual budget and prepares reports, statistical data and supporting documentation as required.

Monitors departmental/division budget and ensures compliance with all purchasing procedures.

Prepares and reviews accounts payable requests and purchase card statements; prepares and submits purchase requisitions and purchase orders.

Screens and handles routine matters; refers sensitive calls to administrator or appropriate personnel.

Schedules department specific services.

Files office correspondence and records determining proper file designation to be used and sees that the proper distribution and disposition of notices, memoranda, directives and related material is made.

Inventories and orders supplies as needed; maintains a ledger of expenditures by account.

Collects and compiles information on miscellaneous projects.

Support the Neighborhood Service division through case management of the GO-Enforce/CRM system.

Have strong interpersonal and de-escalation skills.

Manage multiple customer complaint sources.

Processing and sending legal notices including tracking certified mail.

Ability to understand and interpret municipal codes.

May support Planning with Planner of the Day activities and customer service.High school diploma or equivalent, supplemented by college courses in business administrative subjects; and five years of responsible experience in administrative work; or any equivalent combination of education and experience which provides the following knowledges, abilities and skills:

Thorough knowledge of modern office practices and procedures, business English, spelling and business Math.

Thorough knowledge of the operations, functions and scope of authority of City departments and offices as related to the handling and disposition of complaints, requests for information and delegated administrative details.

Ability to make decisions in accordance with laws, ordinances, regulations and departmental policies and procedures.

Ability to prepare effective correspondence on routine matters and to perform office management details with only general supervision.

Ability to maintain effective working relationships with other employees and the general public.

Ability to supervise the work of other employees.This is a non-exempt position (eligible for overtime compensation)

Any one position may not include all of the duties listed nor do the listed examples include all duties which may be found in positions of this class.

Performs work using recommended and required personal protective equipment (PPE) as described in the Job Safety Analysis (JSA) for each task.

Attendance is an essential function of the job.