Administrative Assistant I

Anticipated Hiring Salary Range:

Level I      $18.17 - $20.48 hourly

Level II     $19.57 - $22.55 hourly

Level III    $23.70 - $27.31 hourly

Job Summary:

The Administrative Assistant I - III position will provide a high level of administrative support for the building inspection division of the Community Development department. This role is crucial in facilitating support and assistance to the public and contractors, specifically in:

• Accepting submittals for building permits.
• Entering building permits into the computer system.
• Issuing building permits.
• Answering questions and offering general information regarding permits, processes, fees, and required inspections via phone calls or direct interaction.
   

Additional responsibilities include:

• Occasionally providing administrative support to internal staff by typing letters, handling mailings, processing requests for payments or refunds, assisting with office equipment usage, and ordering supplies for the office or inspectors.
• Providing backup support for administrative staff, greeting customers in person and answering telephones.

Experience, Knowledge, Skills:

Minimum Requirements

Level I

• High School diploma or equivalent
• 18 months of increasingly responsible administrative support/secretarial experience
• A combination of experience and education is accepted.

Level II

• High School diploma or equivalent.
• One (1) to three (3) years increasingly responsible administrative support/secretarial experience.
• One (1) year of experience working with Microsoft Word, Excel, Outlook, PowerPoint, or other equivalent software packages.
• One (1) year of experience scheduling and calendaring meetings in Outlook.

Level III

• Associates degree (two‐year degree) or certification program of comparable length.
• 3‐5 years' increasingly responsible administrative support experience performing the following and/or combination of experience and education.

Preferred

• Knowledge of construction trades or building inspection industry.
   

Knowledge, Skills, and Abilities

• English/Spanish bilingual skills
• Advanced proofreading skills and detail‐oriented focus.
• Knowledge of business office functions.
• Advanced customer service skills.
• Advanced interpersonal and both in person and on the telephones.
• Advanced use and understanding of proper grammar usage, spelling, and punctuation.
• Knowledge in office methods, procedures, and equipment.
• Ability to apply general knowledge of procedures, practices, or operations.
• Knowledge of department purchasing card bill‐paying, record keeping, filing systems, and procedures.
• Ability to communicate effectively, both verbally and in writing.
• Ability to comprehend and make inferences from written materials and from maps.
• Ability to enter and manipulate data using a personal computer.
• Ability to operate standard office equipment (e.g., computers, fax machines, copiers, printers, calculators, etc.).
• Ability to compose memos, outgoing correspondence, presentation materials, and other documents.
• Ability to work independently and in groups.
• Ability to perform basic mathematical calculations.
• Ability to perform multiple tasks and meet deadlines under pressure with constant interruptions and meet deadlines which are inflexible at times.
• Knowledge of or the ability to learn the organization, procedures, and operation details of the department and division.
• Ability to establish and maintain effective working relationships with the general public, co-workers, and other city employees.
• Ability to work overtime, holidays, evenings, shifts, or weekends.
• Ability to follow established and detailed instructions and procedures.
• Ability to drive personal vehicle for business purposes.

Essential Functions:

Communication and Customer Service

• Provides a high level of administrative support to an office of staff members with varied responsibilities and support. 
• Answers phones, transfer calls, take messages, answer questions, provide information to callers.
• Works with vendors.
• Provides customer and staff support.
• Communicates effectively, both verbally and in writing.
• Comprehends and makes inferences from written materials and from maps.
• Operates standard office equipment (e.g., computers, fax machines, copiers, printers, calculators, etc.).
• Composes memos, outgoing correspondence, presentation materials and other documents.
• Prepares packets, forms, and other documentation for distribution.
• Works independently and in groups.
• Performs basic mathematical calculations.
• Effectively performs multiple tasks and meet deadlines under pressure with constant interruptions.
• Learns the organization, procedures, and operating details of the department/division.
• Orders departmental supplies.
• Assists with I-9 documentation and process e-verify.  
• Establishes and maintain effective working relationships with the general public, co‐workers, and other City employees.
• Tracks, monitors, and pays departmental invoices; handles all AP/AR, procurement card, bidding, and CIP processes for associated divisions, pays all invoices, RFP support, manages award contracts, processes change orders and contract amendments, and coordinates deliveries and orders with vendors.
• Coordinates events: Duties include coordinating the best time for these events, planning agenda, coordinating staff and speakers, providing materials and food as needed, and staying within budget.
• Assists in coordinating and executing New Hire Orientation. 
• Audits files.
• Coordinates calendars, schedule meeting, and manage People Office Leadership calendars.
• Creates departmental job aides. 

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

n/a

Travel:  

Occasional travel locally to site visits; possible travel to training and certification opportunities.   

Work Environment:  

• Position requires extensive time at a computer performing research, and drafting documents and email communications.
• This is primarily a sedentary position with business conducted in an office setting.
• Office environment with travel to and appearance in meetings other formal environments. 
• Busy office activity with frequent inflexible deadlines.
• May be required to drive personal vehicle for business purposes.
• Possible exposure to hazardous chemicals & gases.
• Work in a variety of weather conditions.

Physical Requirements: 

• Position requires extensive time at a computer performing legal research, and drafting documents and email communications.
• 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.
• Light to moderate physical effort that includes frequent standing, walking, keypunching, and oral communication; maintaining arms and hands in the same position for repetitive tasks; frequently works with light objects and light hand tools. 

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: [email protected] .

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.