Executive Assistant - Chief of Staff's Office - City Clerk's Office

Administrative Assistant

The City of Westminster welcomes diverse candidates from the broadest base possible. Our goal is to find the best candidate for the job—someone who belongs, not just fits. We value life and professional experiences, recognizing equivalent combinations of knowledge, skills, and education. Aligned with our city SPIRIT values, the successful candidate will have a passion and commitment to serving a diverse population of residents and must respect and uphold the principles of justice, equity, diversity, inclusion, and belonging. We encourage you to think broadly about your background and skill set for this role, even if you believe you have a less traditional background than described we invite you to apply.

This is a highly responsible administrative position involving a variety of complex executive assistant duties that support the needs of the staff of the Chief of Staff's Office, City Manager's Office, City Clerk's Office, and members of the Westminster City Council. The duties associated with this role encompass serving as the front desk receptionist for the City Manager's Office and encompass various responsibilities related to the City Council, City Clerk's Office, Chief of Staff and the City Manager's Office. Work is performed with minimal supervision and requires initiative and exercise of independent judgment based on knowledge of administration policies and procedures of the City organization. The ideal candidate will possess strong written and verbal communication, administrative and organizational skills, and possess the ability to maintain a realistic balance among multiple priorities. The incumbent must be able to balance multiple high priority projects and handle a wide variety of activities and confidential matters with discretion. This position will report to the City Clerk and works directly with the City Manager, Deputy City Managers, City Council, and other City employees. This position will require a 100% in-office, Monday through Friday, 8:00 a.m. to 5:00 p.m. schedule. Occasional evening hours are required. City Hall hours are Monday through Friday 8:00 a.m. to 5:00 p.m. and may require some work outside of this schedule.

The City's work culture encourages passionate, positive and enthusiastic employees who, along with our City Council and City Manager, are strong supporters of our mission: The City of Westminster provides high-quality core services and fosters resilience in order to promote a safe and thriving community. Westminster is a city of beautiful, safe, well-maintained neighborhoods and destinations with a vibrant, diverse economy, rich and resilient environment and a strong sense of community belonging. Our core values are embodied in our SPIRIT (Service – People – Integrity – Respect – Innovation – Teamwork). This position supports the goals of the Chief of Staff's Office and the City Manager's Office (CMO), which supports and is responsive to the residents, City Council, and overall city organization. Through leadership by example, the CMO progressively manages the City organization, where customer service and empowerment are governing principles, and effectively communicates with internal and external audiences. The CMO is the ambassador of the City and strives to be the best at what they do.

Every employee is accountable to:

• Demonstrate a high level of customer service; encourage others to focus on the customer; foster an environment where customer service is a priority
• Communicate with customers to ensure that, where possible, they are satisfied, and that their needs are being addressed; solicit and evaluate customer feedback
• Act as an ambassador by understanding and fostering the organization's mission and vision
• Exhibit pride in self, the department, the city, and the community; conduct self in a professional manner
• Demonstrate integrity and build trust through credibility, reliability, commitment, loyalty, and ethical behavior
• Address difficult or contentious issues in a constructive manner
• Support/promote change; demonstrate flexibility, and take calculated risks when appropriate
• Participate in personal growth opportunities, and attend trainings designed to enhance capacity to bring new skills and ideas to the job and the organization
• Work to continuously improve the efficiency and effectiveness of the service or product being delivered
• Demonstrate support for team efforts by accepting new roles and responsibilities, and helping others achieve objectives
• Value diversity; demonstrate an awareness of differences; demonstrate sensitivity, and adapt behaviors and communication to accommodate these differences

Every employee in this position is accountable to:

• Establish effective interpersonal relationships through honest, open communication and follow-through on commitments
• Recognize personal strengths and weaknesses, and target areas for personal self-development
• Demonstrate initiative in performing job tasks
• Exhibit problem-solving skills leading to sound judgment and quality decisions
• Achieve goals, and handle assigned workload and new assignments effectively; demonstrate an ability to work independently
• Communicate effectively with individuals and groups using clear and concise verbal and written communications
• Demonstrate accountability for work, and take ownership in job performance
• Demonstrate concern for the accuracy and quality of work; take steps to correct mistakes and improve the overall product

Every employee in this position must be able to:

• Support the administrative needs of the Departments' staff and City Council in an effective, proactive, responsive and organized manner
• Demonstrate exceptional interpersonal skills and emotional intelligence in order to build positive relationships with City Council, members of the public, and staff
• Demonstrate knowledge of management and executive support practices including ability to anticipate needs, create and follow procedures and possess strong organizational skills
• Operate independently with sound judgment and discernment, plus effectively interact in a team environment
• Elicit information effectively and convey concise, accurate explanations of ordinances, policies, procedures, and requirements
• Develop work methods and procedures with initiative and good judgment, and use resourcefulness and tact in addressing problems
• Maintain administrative and general records, compose effective correspondence and independently handle routine office management details
• Able to adjust rapidly to reprioritized work schedule
• Engender confidence and credibility with courage, tact and diplomacy
• Demonstrate collaboration and conflict resolution skills with other departments and employees
• Foster a participatory organizational climate that is open, positive, reinforcing, and supportive

Essential Job Functions, Duties, Responsibilities, and Tasks City Council/Chief of Staff/s Office/City Manager's Office/City Clerk's Office Executive Assistant 1. Assists the City Council, Chief of Staff's Office, City Manager's Office, and City Clerk's Office with duties including:

• Receiving and hosting visitors, answering telephones, and responding to inquiries by phone or email
• Maintaining and coordinating City Council calendars, events calendars, internal and external contacts, and schedules
• Working collaboratively with your executive assistant teammate to ensure complete front desk coverage
• Participating in security and de-escalation training in order to address difficult or contentious issues in a constructive manner
• Handling City Website Calendar Management including weekly review and annual City Council and Study Session Meeting Schedule
• Scheduling for City Council events such as onboarding, groundbreakings, ribbon cuttings, speaking engagements, annual dinners, stakeholder meetings, receptions, and forums
• Making City Council travel arrangements and mileage reimbursements
• Maintaining City Council memberships and overseeing sponsorship budget, processing expenditure reports, contract payments, purchase orders, purchasing cards, and professional memberships and subscription dues
• City Council meeting room set-up and clean-up of boardrooms and chambers including ordering and providing snacks and meals
• Providing support during City Council and Study Session meetings as needed
• Providing City Council onboarding administrative support
• Making CMO Staff travel arrangements, processing purchase orders, P-cards, membership dues, and mileage reimbursements
• Editing agenda memos for standardization of language and practices
• Maintaining CMO contact lists, Outlook distribution lists, and organizational charts
• Ordering name plates, badges, cards, photos, logo shirts
• Routing and processing mail
• Managing requests for printer/copy machines, coffee machine, and office supplies
• Inventory of surplus auction items

2. Helps coordinate office activities and provides support for events, including:

• Scheduling conference rooms and meetings for CMO Staff
• Maintaining contact list and distributing CMO annual holiday card
• Assisting with City Council and Department Head incoming and outgoing receptions

3. Maintains regular and punctual attendance Other Duties and Responsibilities Incumbent is accountable for all duties of this job, and other projects and responsibilities may be added at the City's discretion