Administrative Coordinator

City of Fort Lupton; Fort Lupton (CO); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Fort Lupton seeks an Administrative Assistant to provide a broad range of administrative support, facility coordination, and community engagement. Responsibilities include event support, expense tracking, and front desk customer service.

The role requires strong organizational skills, attention to detail, and the ability to work under general supervision. A valid Colorado driver’s license is required.

Qualifications

• High School Diploma or equivalent; some college education is preferred.
• 1–2 years related office/clerical support experience or equivalent training.
• Must possess a valid Colorado Driver’s License.

Responsibilities

• Manage facility room reservations and required set ups.
• Process purchasing receipts for the department.
• Maintain and organize department information files.
• Assist with vendors for community events and front desk customer service.
• Research and compile data and prepare reports.
• Respond to internal and external inquiries and concerns.
• Operate Microsoft Office and other software programs.

Skills

Customer service

Microsoft Office

Data entry

Organization

Communication

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Office equipment familiarity

Job description

This full-time position runs Monday - Friday with occasional early mornings, weekends, and evenings

Primarily responsible for providing support and assistance in a wide array of administrative functions, facility coordination, and community engagement. Assist the department with a variety of administrative tasks, including support for projects, community events, and expense tracking. Additional duties include back up customer service, inventory management, public relations and other duties, as assigned. This class of employee required discretion and works under general supervision.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage facility room reservations and required set ups;
• Process purchasing receipts for the department;
• Maintain, sort, organize and file department information;
• Assist with vendors for all community events;
• Assist with front desk customer service operations;
• Research and compile data from a variety of sources and prepares reports;
• Research and respond to internal and external concerns and inquiries;
• Utilize Microsoft Office programs and other various software programs;
• Prioritize and organize work, to meet expectations and scheduled deadlines;
• Work independently and under the direction of immediate supervisor.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or equivalent, some college education and/or administrative training is desired;
• One to two years related experience of office/clerical support experience, or any combination of experience and/or training;

• Valid Colorado Driver’s License;
• Demonstrate effective customer service skills, be able to manage multiple tasks and projects and have attention to detail;
• Must possess excellent communication and telephone etiquette skills;
• Ability to perform data entry and word processing at a proficient level using Microsoft Office Suite software;
• Ability to operate a variety of office equipment, e.g. computer, calculator, copier, scanner, fax machine and postage machine;
• Must be able to perform general mathematic equations sufficient to add, subtract, multiply and divide manually or by calculator;
• Must have exceptional planning and organizational skills to effectively establish priorities and complete multiple, competing and time-dependent projects according to expectations and schedule;
• Ability to regularly plan, set up and attend meetings, functions and events, occasionally after hours;
• Ability to establish and maintain effective working relationships with Departmental personnel, city officials and the general public;
• Ability to work with the public and co-workers in a respectful, pleasant, professional and courteous manner;
• Must have a positive “can do” attitude and demonstrate initiative;
• Must be willing to work in a demanding environmental and display an attitude of cooperation with the ability to work professionally and effectively with others;
• Must be tactful, discrete and diplomatic as well as assertive and resilient;
• Must have effective problem-solving and decision-making abilities;
• Ability to produce documents with clearly-organized thoughts using proper sentence construction, vocabulary, punctuation, spelling, grammar and formatting; and
• Must be able and willing to attend classes in related field to upgrade skills and knowledge.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

• Work is usually performed in an office environment with moderate noise level;
• Requires sitting at a desk or computer monitor for extended periods of time;
• Requires the ability to lift up to 15 lbs;
• Requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;
• Requires clear vision to read printed materials and computer monitor to accomplish work;
• Requires repetitive movement of the wrists, hands and/or fingers;
• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;

Occasionally may require assisting with and attending Department sponsored special events or activities, sometimes after hours