Administrative Assistant

Administrative Assistant

The Administrative Assistant provides essential clerical and administrative support to ensure the efficient operation of a department, division, or team. This position is responsible for managing correspondence, maintaining records, scheduling meetings, processing documents, and assisting with internal and external communications. The role requires strong organizational skills, attention to detail, and the ability to prioritize multiple tasks while maintaining confidentiality and professionalism. The Administrative Assistant serves as a key point of contact for staff, residents, vendors, and other stakeholders, helping to uphold the City's commitment to responsive and effective service.

Pay Range: $15.28 to $20.37 per hour depending on experience

Note: This position may be assigned to a variety of City departments based on operational needs and departmental structure.

Duties and Responsibilities

• Provides administrative and clerical support to assigned Supervisor(s), Manager(s), or Department Directors(s).
• Serves as the first point of contact for the department or division; answers calls, greets visitors, provides information, delivers messages, and routes inquiries appropriately.
• Composes and types correspondence, memoranda, reports, schedules, work orders, purchase orders, and other documents independently from written or verbal instructions.
• Prepares meeting materials and may assist in preparing agendas for City Council or Board meetings.
• Schedules meetings, appointments, interviews, and travel arrangements as needed.
• Prepares conference rooms or meeting spaces and supports logistics for events, programs, and training.
• Tracks and maintains department expenditures; coordinates with internal or external finance agencies and prepares related fiscal reports.
• Creates and processes work orders, purchase orders, contracts, invoices, and requisitions for supplies and materials.
• Maintains and organizes supply inventories; places orders and ensures timely distribution.
• Collects, classifies, and formats data to support reporting, records management, and department documentation needs.
• Establishes and maintains department filing systems, both physical and digital, including document archiving and retrieval.
• May coordinate training compliance by monitoring deadlines and tracking completion of mandatory courses.
• Handles Accounts Payable (A/P) and Accounts Receivable (A/R) transactions as assigned and may collect or process payments.
• Assists with or performs minor departmental event planning, such as decorations for holidays or staff celebrations.
• Provides public-facing customer service and may engage with citizens and vendors to resolve routine matters.
• Maintains confidentiality and handles sensitive or private information with discretion.
• Demonstrates proficient use of Microsoft Office (Word, Excel, Outlook, PowerPoint) and other standard office software and equipment to support daily operations, communication, and documentation.
• Supports operational continuity through attention to detail, professionalism, and adaptability in a dynamic environment
• Establishes and maintains effective working relationships with coworkers, supervisors, and members of the public.
• Performs other duties and special projects as assigned by supervisor.

Supervisor Duties

This position has no supervisory responsibilities.

Work Environment

The Administrative Assistant performs duties in a standard office environment with frequent use of computers, phones, printers, and other common office equipment. The position requires prolonged periods of sitting at a desk, regular interaction with internal staff and the public, and the ability to manage multiple tasks in a busy, professional setting. Work is generally performed indoors in a climate-controlled environment, with minimal exposure to adverse conditions. Occasional lifting of office supplies or documents (typically up to 30 pounds) may be required. The role may involve attending meetings or training sessions within City facilities or nearby locations.

Requirements

• High school diploma or GED preferred; relevant administrative or computer-based experience may substitute.
• One (1) year of general clerical, administrative, or customer service experience required.
• Requires a Notary Public designation or the ability to obtain within 12 months of hire date.
• Requires the following ICS Certifications: IS-100 and IS-700, or the ability to obtain within 12 months of hire date.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and standard office equipment.
• Strong written and verbal communication skills.
• Ability to type and enter data accurately and efficiently.
• Ability to work independently and collaboratively in a fast-paced office environment.
• Must possess a valid Colorado driver's license or have the ability to obtain one within 60 days of hire.

Required Capabilities

• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• To perform the essential job functions and to ensure the safety of themselves, their coworkers, and the public, employees must have the ability to regulate attention; to plan; to understand, remember, and apply information; to effectively interact with others; to concentrate and maintain pace; and to adapt or regulate one's behavior.
• Ability to proficiently read, speak, and understand English. Proficiency in non-English languages is highly valued.
• Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Demonstrated strong verbal and written communication skills, analytical skills, statistical and mathematical abilities and interpersonal skills. Ability to read and interpret documents such as safety rules, operating maintenance instructions and procedure manuals. Ability to write complex reports and distill information for many audiences.
• This position requires close, distance and peripheral vision.
• Ability to hear an average conversational voice in a quiet room, using one or both ears, at a distance of six (6) feet. Ability to hear sounds and signals indicating work and safety necessities.
• This position requires standing, walking and sitting for periods of time. Utilization of hands and fingers to operate office computer keyboard and equipment required. Must be able to reach with hands and arms, and stoop, kneel or crouch if needed.
• Must be able to lift up to thirty (30) pounds as needed and frequently lift up to fifteen (15) pounds.
• This position requires effective proficiency in the use of computer software and applications, office equipment, and professional telephone use. The ability to adequately type quickly with few to no errors is also very important. This position will often require multi-tasking in the use of computer, phone, and office equipment while interacting with clients. Candidates for this position may be required to take and pass technology proficiency assessments prior to employment.