Administrative Assistant I/II - City Attorney's Office

Administrative Assistant I/II

The City of Westminster welcomes diverse candidates from the broadest base possible. Our goal is to find the best candidate for the jobsomeone 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.

The Administrative Assistant I/II is an administrative support position involving moderately complex work problems and situations for a department and/or division. This position requires a high level of customer service skills, interacting with the public and other employees to achieve the essential functions of the job. This position requires strong, professional communication skills, financial/budget acumen, office support abilities, and comfort with regular use of office technology and software. Each department and/or division may require additional specific skills and abilities based on the assigned workgroup and its operations.

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 City Attorney's Office, which endeavors to provide the highest level of professional legal advice and representation, in an efficient and economical manner, to serve the City Council, City management, and City staff.

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 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 positive change, and demonstrate flexibility
• 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 and an ability to work independently
• Exhibit problem-solving skills leading to sound judgment and quality decisions
• Achieve goals, and handle assigned workload and new assignments effectively
• 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:

• Demonstrate knowledge of current office practices, procedures, equipment, business English, spelling, and mathematical computations and tabulations
• Consistently provide exceptional customer service to coworkers and external customers in a wide variety of settings including in-person, email, and phone
• Operate a personal computer and be competent learning and using current computer software applications including word processing, email, financial management, document routing, etc. (examples include: Microsoft Office Suite, Adobe Acrobat Pro, Outlook, JD Edwards, DocuSign, Laserfiche, and department-specific software programs); must be able to type 40 wpm with accuracy
• Exhibit strong organizational skills and attention to detail
• Make decisions and problem-solve in accordance with precedents and regulations and to apply these to work situations
• Understand and follow moderately complex oral and written instructions; read and interpret documents such as operating and maintenance instructions and procedure manuals
• Exercise discretion handling and maintaining confidential matters
• Establish and maintain positive, effective relationships with other employees, customers, external agencies, and the public; effectively and professionally handle conflicts that arise
• Remain calm under time-sensitive pressure situations; adjust rapidly to reprioritized work schedule and duties

Essential Job Functions, Duties, Responsibilities, and Tasks:

1. Provides high level customer service to assigned work group, other city employees, public officials, businesses, external groups, and the public. Assignments may include: Work in close liaison with the Legal Administrator or Legal Coordinator and other administrative professionals Assist other workgroups or departments with telephone and reception coverage on an as-needed basis
2. Provides administrative support to assigned work group. Assignments may include: Scheduling meetings and appointments, making reservations, coordinating travel/conference attendance Budget support, including: maintaining balances and reconciling budget, maintaining budget records, verifying budget and funding for project expenses, processing purchase orders and invoices, recording expenditures and mileage, recording reimbursements, initiating budget revisions and journal entries, and supporting the procurement process Tracking deadlines and due dates for assignments May help administer workgroup-specific programs and/or initiatives
3. Provides general office support. Assignments may include: Maintaining physical and electronic filing systems to ensure organized and timely filing of important documents Maintaining office supply inventory and coordinate office equipment maintenance
4. Maintains regular and punctual attendance

Other Duties and Responsibilities:

1. City Attorney's Office Prosecution Office: Assignments involving court documents, police investigation reports, case files, and other materials may involve exposure to highly sensitive information and incidents that are violent or disturbing in nature, including profanity and very explicit content

Incumbent is accountable for all duties of this job, and other projects and responsibilities may be added at the City's discretion.

Education, Experience, Skills, Formal Training, Licenses, and Certifications:

Administrative Assistant I Required:

• Graduation from high school or GED
• Minimum three (3) years of experience in a high public-contact administrative assistant position
• Proficiency in the use of personal computer, with emphasis on word processing (40 wpm with accuracy) and Microsoft Office Software (Outlook, Word, Excel, Teams, PowerPoint, etc.)
• Knowledge of standard office practices and general accounting/budget maintenance

Preferred:

• Directly related experience in municipal government or public sector
• Experience with financial software systems (i.e., JD Edwards)
• Additional experience with other workgroup-specific computer software programs

Administrative Assistant II Required:

• Minimum one (1) year of experience as an Administrative Assistant I at the City of Westminster
• Demonstrated proficiency in all duties and responsibilities of the Administrative Assistant I classification and ability to work with minimal direction
• Ability to act as a subject matter expert in workgroup-specific and more complex software, programs, and processes; examples include, but are not limited to, ability to work with City Council Agenda Memos and technical proficiency in Contract, Financial, Customer Relationship Management, and/or Project Management Software

Physical Requirements:

• Constant sitting to perform daily tasks; occasional walking through a multilevel facility to retrieve information; frequent standing, sometimes for extended periods
• Frequent squatting, reaching above shoulder, and twisting to file documents and lift supplies and material; occasional bending, kneeling, climbing, balancing, and reaching below shoulder to store documents, material, and supplies
• Constant light grasp, fine manipulation, and handling to perform daily duties; occasional firm grasp to safely use