Executive Assistant to the City Manager's Office - City of Greeley

Salary Range: $72,100.00 - $97,400.00 annually

Job Summary:

The Executive Assistant will provide high-level administrative support to the senior leadership within the City Manager’s office, including two Deputy City Managers and other executive positions. The position acts as an office coordinator and first-line customer service representative for the City Manager's Office. In collaboration with the designated Executive Assistant to the City Manager, this position establishes and maintains consistency in processes, posting and tracking legal notices, execution of general office and administrative needs, including booking meetings, training and travel, hosting events, taking meeting minutes, managing purchasing and procurement processes, assisting with hiring paperwork, and interview scheduling, face-to-face and phone customer service, and senior level administrative support with various projects and requests.  This position reports to the Chief of Staff.

Experience, Knowledge, Skills:

Minimum Requirements

• Bachelor's degree gained through a four-year college/university academic program or specialized technical training of equivalent length.
• 3-5 years of experience in an Executive Assistant or high-level administrative role.

Preferred

Knowledge, Skills, and Abilities

• Ability to type a minimum of 50 words per minute.
• 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 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.
• 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 record keeping systems.
• Ability to prepare reports, briefings, and presentations in a variety of formats (e.g. verbal, written, visual, etc.) 

Essential Functions:

• Provides high-level administrative support and assistance to assigned leadership staff within the City Manager’s Office. Supports assigned leadership by following up on projects, transmitting information, documenting workflows, and maintaining correspondence as requested. 
• Serves as first-line customer service representative addressing or navigating phone, email and in-person inquires with customers.
• Assists in the preparation of contractual agreements; proofreads and tracks contract documents.
• Type and proofread a wide variety of reports, letters, memorandum, and notes; types from rough draft or verbal instruction; review materials for completeness, accuracy, format, and compliance with policies and procedures; initiate correspondence for appropriate signature(s).
• General administrative support, including but not limited to, ordering supplies, receiving and sending mail, filing, and scanning; processing invoices and other payments; taking meeting minutes; facilitating all infrastructure needs with internal service departments (IT, HR, Finance) using city channels.
• Performs routine finance tasks, including, collecting receipts and entering into city system, scanning receipts, and saving for audit purposes.
• Performs routine purchasing duties, including creating purchase orders (PO's): Collect and complete documentation needed, collect signatures on documentation, upload documentation, have PO approved, and upload PO to Award Tracking for future payment use. Approve PO's and Pay Invoices accordingly.
• Manages meetings and coordinates meeting logistics; coordinates calendars, schedules meeting rooms and sets up remote meeting technology; coordinates food and drinks as necessary. Arranges travel and accommodations for executives.
• Assists with onboarding CMO staff; organize paperwork and navigates technology and access requests via various departments and coordinates
• Performs additional duties as assigned by executives.

Supervisory Responsibilities

• None

Work Environment and Physical Requirements:

Work Environment: 

• Work is primarily performed in an office environment.
• The City of Greeley has established a formal telework policy that allows eligible positions, in coordination with their departments' management team, an opportunity to incorporate a component of remote work into their working schedule. This position will be eligible for consideration under the City's telework policy.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee is occasionally required to stand.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.
• Vision enough to read computer keyboards, reference books and other written documents.
• Communication skills sufficient to convey information to the public via telephone and in person. 
• Manual dexterity sufficient 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: 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.