Administrative Technician and Specialist

City of Lafayette Colorado; Lafayette (CO); On-site; USD 52,000 - 74,000; Full time

Job summary

City of Lafayette Colorado seeks an Administrative Technician/Specialist to provide customer service and critical support for Public Works, Streets, Utilities and Fleet divisions. The role advances with experience through a multi-level career ladder, from routine processing to independent project work.

Responsibilities include handling inquiries, processing work orders, managing financial transactions, maintaining records, and supporting grant and environmental programs.

Qualifications

• High School Diploma or equivalent; college-level education preferred.
• 1–3 years general administrative and customer service experience.
• Associate degree required; Bachelor’s degree desirable; may require technical certifications.
• Five years of increasingly responsible professional experience in Public Works/Utilities/Streets.

Responsibilities

• Reviews application materials for completeness and accuracy of administrative and financial components.
• Routes project or program materials to technical staff in a timely and efficient manner.
• Researches unfamiliar situations and provides the supervisor with recommended policy interpretations.
• Suggests baseline process improvements and software enhancements.
• May perform duties of Utility Billing Coordinator or Public Works Analyst in their absence.
• Performs core Utility Billing Functions: creation/distribution of bills, inbound billing requests, initiating shutoffs per policy, leveraging leak detection tools, and promoting self-service tools.
• Coordinates specialized systems and administrative workflows: schedules backflow tests/unlocks, updates GIS mapping data, and assists with fuel management software reporting.
• Administers specialized environmental programs: supports the backflow program administration, participates in the internal Stormwater Permit Group, and serves on the Stormwater Illicit Discharge Detection Elimination (IDDE) Team.
• Supports grant proposal processes and submittal workflows.
• Develops, updates, and markets the department website and programs using social and paper media.
• Coordinates educational outreach programs regarding Water Conservation, Green Efforts, and Water Distribution Systems.

Skills

Communication

Interpersonal skills

Technical proficiency

Organization

Education

High School Diploma or equivalent

Associate degree

Bachelor’s degree desirable

Tools

Excel

Word

Outlook

PowerPoint

SharePoint

Teams

Adobe Acrobat

Video conferencing

Job description

SUMMARY OR GENERAL PURPOSE:

Under supervision, provides customer service, administrative, clerical, technical, and financial support responsible administrative work related to assisting in the operations and support of Public Works Administration, Streets, Utilities and Fleet. Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. This is a multi-level career ladder position.

• Level I (Technician) focuses on executing core customer service, work order processing, routine clerical duties, and program administration with general oversight.

• Level II (Specialist) performs specialized, highly independent administrative and analytical work, manages in-depth division projects through to implementation, and executes core utility billing functions.

Special projects could be assignments from the following divisions: Streets, Utilities, Water, Waste Water, Storm Water, and Fleet.

Placement or advancement within this career ladder is determined by candidate experience, training, system expertise, and the required independence of action.

ESSENTIAL FUNCTIONS (ALL LEVELS):

The following duties are illustrative only and are not intended to be all inclusive:

Customer Service & Issue Resolution

• Serves as a primary point of contact for customer inquiries and requests for service via phone, email, and in person.
• Provides exceptional customer service, working effectively with citizens experiencing stressful situations (e.g., water outages, sewer backups, weather emergencies, traffic issues, utility disconnects).
• Handles customer service calls with a focus on resolving issues at the lowest level with the fewest contacts.
• Maintains thorough knowledge of department operations, programs, policies, and procedures to support efficient issue resolution.
• Communicates issues to public works staff clearly, timely, and efficiently.

Systems & Work Order Administration

• Utilizes asset management, database management, and work order tracking systems.
• Inputs work orders based on customer requests and coordinates with appropriate staff or external agencies for resolution.
• Monitors the status of issue resolution and escalates as necessary to meet service standards.
• Tracks, updates, and enters operational data for various public works divisions as requested.

General Administrative & Financial Support

• Performs general administrative and clerical work including data entry, reception, mail distribution, filing, scheduling, printing, copying, and mailing.
• Processes routine and recurring financial transactions, reviewing them for accuracy and compliance with policies and procedures.
• Prepares routine correspondence, reports, presentations, and documentation.
• Partners with the Communications Department to ensure consistent departmental and citywide messaging.
• Maintains departmental records retention efforts.

Operational Agility

• May occasionally be required to work irregular hours, weekends, evenings, holidays, and/or in emergency situations.
• Performs related work as required and assigned.

LEVEL-SPECIFIC RESPONSIBILITIES

Level I – Administrative Technician

Focus: Standard operational support, routine program administration, and structured issue resolution.

• Reviews application materials for completeness and accuracy of administrative and financial components.
• Routes project or program materials to technical staff in a timely and efficient manner.
• Researches unfamiliar situations and provides the supervisor with recommended policy interpretations.
• Suggests baseline process improvements and software enhancements.
• May perform duties of Utility Billing Coordinator or Public Works Analyst in their absence.

Level II – Administrative Specialist

Focus: Advanced technical projects, core utility billing operations, regulatory program support, and independent program marketing.

• Researches, analyzes, and prepares complex projects and reports involving financial considerations and cost comparisons; presents findings and structural recommendations to supervisors.
• Performs Core Utility Billing Functions: creation/distribution of bills, inbound billing requests, initiating shutoffs per policy, leveraging leak detection tools, and promoting self-service tools.
• Coordinates specialized systems and administrative workflows: schedules backflow tests/unlocks, updates GIS mapping data, and assists with fuel management software reporting.
• Administers specialized environmental programs: supports the backflow program administration, participates in the internal Stormwater Permit Group, and serves on the Stormwater Illicit Discharge Detection Elimination (IDDE) Team.
• Supports grant proposal processes and submittal workflows.
• Develops, updates, and markets the department website and programs using social and paper media.
• Coordinates educational outreach programs regarding Water Conservation, Green Efforts, and Water Distribution Systems.

REPORTING RELATIONSHIPS:

SUPERVISION RECEIVED: Works under the direct supervision of the Public Works Administrative Supervisor.

SUPERVISION EXERCISED: None.

QUALIFICATIONS (ALL LEVELS):

Communication: Effective written and verbal communication skills. Ability to present ideas clearly to employees, citizen groups, and administrators.

Interpersonal Skills: Demonstrated ability to resolve problems and provide info to the public responsively and courteously. Ability to develop and maintain effective working relationships across all levels of the organization.

Technical Proficiency: Knowledge of modern office methods, procedures, and practices. Proficiency in office software (Microsoft Office Suite: Excel, Word, Outlook, PowerPoint, SharePoint, Teams; Adobe Acrobat; video conferencing) and the ability to achieve quick proficiency in new, specialized apps.

Organization: Attention to detail. Ability to manage time effectively with limited oversight, perform accurate mathematical calculations, and manage competing deadlines.

EVIDENCE OF QUALIFICATIONS:

Level I – Administrative Technician

Education & Training: High School Diploma or equivalent required. Additional college-level education is preferred.

Experience: One (1) to three (3) years of general administrative and customer service experience required. Experience in local government, public works, utilities, or construction is desired.

Level II – Administrative Specialist

Education & Training: Associate degree in a related field required, or equivalent professional experience. Bachelor's degree is desirable. May be required to obtain specific technical certifications to administer specialized projects.

Experience: Satisfactory completion of five (5) years of increasingly responsible professional experience in a Public Works, Utilities, or Streets Maintenance arena.

SPECIAL REQUIREMENTS

Must possess or be able to obtain a valid Class "R" Colorado driver's license and maintain a safe driving record.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Work is performed primarily in a standard indoor office setting with frequent interaction with staff and the public, both in-person and over the phone, including during emergencies. Requires prolonged periods of sitting or standing at a desk, intensive computer work, and regular use of hands for typing and operating office equipment. Involves repetitive motions, intermittent walking, and standing. Occasional field visits may be required for Level II duties. Requires acute mental skills, a lengthy attention span, a high degree of dexterity, the ability to hear, and the ability to focus on close work and adjust focus. Requires the ability to direct, negotiate, and mediate conflicts during difficult customer service situations.

INDEPENDENCE OF ACTION

Level I – Administrative Technician

• Works under general supervision. Work is performed in accordance with standard practices. Uses initiative to complete recurring assignments independently and judgment to select the correct method among established alternatives. Escalates unfamiliar situations to a supervisor.

Level II – Administrative Specialist

• Works under direct supervision of the Administrative Supervisor but exercises a high degree of independent judgment. Operates within authorized limits, handles deviations from standard methods independently, and resolves complex problems. Finished work is reviewed primarily for the attainment of objectives and deadlines.

EQUIPMENT USED

The ability to properly operate or use the following equipment is necessary for this position; telephone, copier, computer and associated software, i.e., Excel and Microsoft Word, Asset management or work order tracking software, Fuel Management Software for Reports, and other office equipment; personal or City vehicle.