Administrative Assistant II / III - Water & Sewer

Job Description

Anticipated Hiring Ranges: Admin II: $21.96 - $24.23 Hourly

Admin III: $24.16 - $30.31 Hourly

Full Salary Ranges: Admin II: $21.96 - $31.84 Hourly

Admin III: $24.16 - $35.05 Hourly


Why Do I See Two Salary Ranges?
The City of Greeley, in compliance with Colorado state law, includes a salary range for all positions posted. This law improves wage transparency. We post both the full salary range and the anticipated hiring range, where we expect to make an offer. Offers are based on experience, education, certifications, and other factors.

City of Greeley's Total Rewards

The City of Greeley is committed to providing a comprehensive total rewards program that supports employees in their work by encouraging excellence and investing in employee development and recognition. This philosophy is grounded in fiscal responsibility, organizational effectiveness, and employee safety and well-being, ensuring the responsible stewardship of public resources while offering meaningful and comparable rewards. This approach ensures that the city remains an attractive, inclusive, and rewarding work environment, while also effectively serving the community.

Benefits: This position is benefits eligible. Please view our benefits guide here.

Job Summary:

The City of Greeley is seeking an Administrative Assistant II/III to join the Water & Sewer Department. This position reports to the Executive Assistant in Water & Sewer and will provide administrative support to the Cross Connection & Backflow, Distribution, Transmissions, Collections, Instrument and Control, and Meters divisions of the Water & Sewer Department. The successful candidate will bring organizational skills and attention to detail, along with a willingness to learn and grow in the position.


This position will provide general office duties including data entry and auditing, processing vendor payments and purchase orders for capital projects, ordering supplies, making credit card edits, scanning, preparing reports, developing spreadsheets, supporting events, answering phones, responding to questions and inquiries, scheduling meetings, collecting and sorting mail, and other various projects and requests. The incumbent will provide backup coverage for other administrative staff in the department that will include covering the above mentioned tasks.


Experience, Knowledge, and Skills:

Minimum Requirements:

Administrative Assistant II:

• High School diploma or equivalent
• Two (2) to four (4) years of increasingly responsible administrative support experience

Administrative Assistant III:

• Associates Degree(two-year degree) or certification program of comparable length
• Four (4) to six (6) years of increasingly responsible administrative support experience

Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job may be considered by the hiring authority.


AND

A valid driver's license

Preferred:

• English/ Spanish bilingual skills preferred
• Experience using Oracle accounting and payroll systems

Knowledge, Skills and Abilities:

• Knowledge of business operations principles and best practices
• Knowledge of office management principles and best practices
• Proofreading, grammar, punctuation, and formatting skills, including the ability to maintain consistency and be cognizant of and address details
• Ability to interpret and apply complex rules and regulations
• Knowledge of the business and organizational structure of Colorado municipalities
• Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal
• Ability to handle and maintain sensitive and confidential material
• Ability to focus on activities that have the greatest impact on meeting work commitments.
• Ability to be cognizant of and address details
• Ability to organize, plan, and execute logistics tied to meeting and/or event planning
• Ability to maintain accurate and detailed records and record keeping systems
• Ability to prepare reports, briefings, and presentations in a variety of formats (e.g. verbal, written, visual, etc.)
• Knowledge of customer service principles and best practices, including customer needs assessments, meeting quality service standards, and evaluating customer satisfaction.
• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems
• Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others
• Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly
• Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate, and facilitate meetings, and make decisions
• Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness
• Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments
• Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed
• Build trust and maintain harmonious and respectful working relationships with those contacted in the course of work
• Customer service skills, including the ability to actively listen, address customer needs, defuse tense situations, and maintain an open, flexible, and friendly demeanor.
• Ability to self-start and take initiative in completing daily tasks and special projects
• Ability to focus on activities that have the greatest impact on meeting work commitments
• Ability to establish and maintain partnerships with a variety of internal and external constituencies
• Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages
• Ability to navigate a complex political environment

Essential Functions:

Communication and Customer Service

• Communicates in a face-to-face, one-on-one settings, in person, using a telephone, and via Teams
• Provide a high level of administrative support to an office of staff members with varied responsibilities and support
• Establishes and maintains effective working relationships
• Enter and manipulate data using a personal computer
• Provides excellent customer service to internal staff, patrons, and citizens
• Track, monitor, and pay departmental invoices; handle all AP/AR, procurement, bidding, and CIP processes for associated divisions (paying all invoices, RFP support, handling Visa, managing award contracts, processing change orders and contract amendments, and coordinating deliveries and orders with vendors
• Audit files
• Compose memos, outgoing correspondence, presentation materials and other documents
• Perform basic mathematical calculations
• Coordinate calendars and schedule meeting
• Operate standard office equipment (e.g., computers, fax machines, copiers, printers, calculators, etc.)
• Learn the organization, procedures, and operating details of the department/division

Task Management and Organization

• Effectively prioritizes multiple tasks and meets deadlines under pressure and with constant interruptions
• Researches and assembles information in an understandable format (e.g., budget data)
• Maintains office files in an organized and efficient manner
• Other duties may include a variety of special assignments and projects and administrative support to management as needed

Reporting and Data Maintenance

• Performs routine clerical work including the maintenance of appropriate records and preparation of reports
• Accurately enters and manipulates information using a computer

Supervisory Responsibilities: None.

Travel: Standard Local Travel: This position requires occasional local travel within the County. Employees may be expected to walk or drive short distances to attend meetings, trainings, or perform work at other city buildings or partner sites.

Work Environment:

• Work is primarily performed in an office environment
• Frequent contact with public and employees in person and by telephone
• Extended periods of time at a fixed workstation
• Frequent and inflexible deadlines
• Exposure to frequent background noise
• Employee may be asked to drive personal vehicle for business purposes
• Extensive work is performed on a computer with repetitive data entry; work is primarily performed at a desk
• Employee may be required to conduct business in alternate locations within City buildings or field sites; sometimes in formal settings
• Employee may have frequent contact with the public--in person, via email/telephone; sometimes adverse or confrontational situations. Includes internal/external customers
• Requires ability to perform multiple tasks at one time with frequent interruptions
• Employee is subject to working alone and/or with groups and/or attending meetings

Physical Requirements:

• Environment is safe to minimal hazards that are typically found in general office environment where there is rarely little or no exposure to injury or accident
• Communication skills to interfere with other departments and agencies
• The essential functions of this job require frequent hearing and repetitive motion; continuously sitting and talking; and occasional carrying/lifting light objects (10lbs), crouching, feeling, reaching, standing, and walking
• Mobility enough to stand, sit, and move within a confined work area
• Vision enough to read computer keyboards and monitors, reference books, and other written documents with close visual acuity to perform an activity such as preparing and analyzing data/figures; transcribing; extensive reading of printed materials or graphs
• Manual dexterity enough to accurately input, retrieve, and verify work assignments

EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

ADA Statement: We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: View email address on click.appcast.io .

Conditions of Employment: The City of Greeley is an at-will employer. Employees and the City may terminate employment at any time for any reason. Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE.