Administrative Assistant III - Permitting - City of Greeley

Salary Range: $23.70 - $30.82 Hourly

Hiring Range: $23.70 - $28.75 Hourly

Job Summary:

The City of Greeley is seeking an Administrative Assistant III to join the Department of Culture, Parks, and Recreation.

This position reports to the Forestry Manager and plays a central role in managing day-to-day administrative operations, facilitating communication, and offering support of the Public Space and project permitting processes for the Forestry Program. The successful incumbent will provide support in preparing and distributing agendas for various boards meetings, taking, and preparing detailed meeting minutes, posting, and tracking legal notices, and typing and compiling reports and correspondence.   This position will provide additional support to other divisions within the Culture, Parks, and Recreation Department with processing and issuing invoices, billing, and general accounting duties.    The role also involves offering support to key internal and external stakeholders, which includes interacting with the public in person, virtually, by phone or mail to resolve issues related to permits and the dissemination of information regarding permit requirements. The successful candidate will bring a high level of organizational skills, excellent customer service experience, and a passion for working for the City.

Experience, Knowledge, Skills:

Minimum Requirements:

• Associate's degree (two‐year degree) or certification program of comparable length.
• 3‐5 years' increasingly responsible administrative support experience 

OR

• 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.

Preferred:

• English/Spanish bilingual skills preferred, but not required.

Knowledge, Skills, and Abilities:

• 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. 
• 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.
• 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.
• Knowledge of department purchasing card bill paying, record keeping, filing systems, and procedures for reconciling.
• 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 maintain consistency and be cognizant of and address details.
• Ability to interpret and apply complex rules and regulations.
• Represent the department and the City in a positive and professional manner.
• Build trust and maintain harmonious and respectful working relationships with those contacted in the course of work.
• Ability to handle and maintain sensitive and confidential material.
• 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 records keeping systems.
• Ability to prepare reports, briefings, and presentations in a variety of formats (e.g. verbal, written, visual, etc.). 

Essential Functions:

• Prepares packets, forms, and other documentation for distribution.
• Manages vendor contracts and ordering of office supplies.
• Works with vendors and/or contractors to resolve errors or issues.
• Establishes and manages departmental standard operating procedures (SOPs).
• Coordinates traffic control plans and tree maintenance permits, organizes permits into monthly workflows.
• Oversees document management and audit files.
• Tracks, monitors, and pays departmental invoices; handle accounting, procurement, and purchase orders.
• Coordinates events and meetings including scheduling staff, planning agendas, providing materials and food as needed, and managing the event budget.
• Composes memos, outgoing correspondence, presentation materials, and other documents.
• Formulates meeting minutes with construction projects, safety meetings, and general staff meetings. 
• Carries out specific directives from those meetings.  
• Notifies staff of action tasks and properly record minutes.
• Coordinates calendars and schedules meetings.
• Screens and answer calls; provides the public direction for code compliance cases.
• Coordinates travel arrangements, event registrations, and professional engagements.
• Monitors department projects and provide coordination with other City staff and outside agencies.
• Coordinates and administers special projects, as assigned.
• Prepares and distributes documents to property owners to meet Division code compliance responsibilities.
• Serves as back up to administrative and clerical staff for answering telephones and assisting walk-in customers.
• Tracks, monitors, and pays departmental invoices; handles all AP/AR, procurement, bidding, and CIP processes for associated divisions. 
  • This includes keeping processes consistent with Purchasing and department standards, paying all invoices for both divisions by PO, RFP, or Visa, managing award contracts, processing change orders and contract amendments, and coordinating deliveries and orders with vendors.
• Audits files.
• Uses the following programs on a daily basis:  Microsoft Word, Excel, Outlook, Community Plus, Adobe, TRAKiT, Oracle, Microsoft 365, CityWorks and Blue Beam.

Work Environment and Physical Requirements:

• Communication skills sufficient to hear and convey information to/from the public via telephone and in person.
• Operate a vehicle and standard office equipment requiring continuous or repetitive hand/arm movements.
• Vision enough to interpret computer screens and documents to assist the public and complete work assignments; specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Manual dexterity enough to accurately input, retrieve, and verify work assignments; employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms.
• Duties may occasionally require light to moderate physical effort that includes stooping, kneeling, crouching, crawling; frequent standing or walking; frequently lifting and/or moving up to 10 pounds and occasionally lifting and/or moving up to 25 pounds; maintaining hands and arms in the same position for repetitive tasks and frequently working with light objects and light hand tools.
• Extensive work is performed on a computer with repetitive data entry; work is primarily performed at a desk.
• Safe to minimal hazards that are typically found in general office environment where there is rarely, little, or no exposure to injury or accident.
• Requires ability to perform competing priorities with frequent interruptions.
• Requires ability to travel via automobile, airplane, and other modes of transportation as necessary.
• Work is structured with established instructions and procedures.
• May be asked to drive personal vehicle for business purposes (will be reimbursed for mileage).
• Subject to working alone and/or with groups and/or attends meetings.
• May be required to conduct business in alternate locations within City buildings, sometimes in formal settings.
• May be required to work overtime or evenings.
• Frequent contact with the public in person, via email/telephone; may experience adverse or confrontational situations with internal/external customers.
• Not substantially exposed to adverse environmental conditions; work performed is sedentary, generally in an office environment.

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: HR@Greeleygov.com .

Conditions of Employment: 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.