ADMINISTRATIVE ASSISTANT I - III - HUMAN RESOURCES

Anticipated Hiring Range :

Level I $18.17 - $20.48 hourly

Level II $19.57 - $22.55 hourly

Level III $23.70 - $27.31 hourly

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

Job Summary :

• The Human Resources Administrative Assistant is responsible for a high level of administrative support. They support the functional area in preparing and distributing agendas for various boards and commissions;
• taking and preparing detailed meeting minutes; posting and tracking legal notices; typing and compiling reports and correspondence;
• maintaining consistency in processes; billing for services. Supports researching projects / special projects; maintaining data in organizational systems, filing, answering telephones;

responding to internal and external customers.

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

English / Spanish bilingual skills

Knowledge, Skills, and Abilities

• Knowledge of department purchasing card bill?paying, record keeping, filing systems, and procedures.
• Knowledge of business operations principles and best practices.
• Knowledge of office management principles and best practices.
• Knowledge of the business and organizational structure of Colorado municipalities.
• Proofreading, grammar, punctuation, and formatting skills, including the ability maintain consistency and the ability to be cognizant of and address details.
• Ability to interpret and apply complex rules and regulations.
• 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 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.)
• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.

and the ability to learn and experiment with new software and systems, including virtual meeting technologies and resources.

• 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.
• Ability to 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.

Essential Functions :

• 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.
• Other duties as assigned.

Supervisory Responsibilities

None

Work Environment and Physical Requirements :

• Minimal physical effort typically found in clerical work.
• Primarily sedentary, may occasionally lift and carry light objects.
• Walking and / or standing as needed and minimal.
• This position requires a great deal of typing and sitting at the desk for several hours a day.
• This position is primarily in the office with occasional events that require being outdoors, giving tours, etc. When tours include construction safety equipment is provided.
• On Board meeting days and for events, there is some light lifting of boxes materials, and presentation supplies.
• Subject to working alone and / or with groups and / or attends meetings.
• May be required to conduct business in alternate locations within City buildings or field sites, sometimes in formal settings.
• May be required to work overtime, holidays, evenings, shifts, or weekends.
• Employee may have frequent interruptions.
• Required to multi?task with inflexible deadlines.
• Frequent contact with the public??in person, via email / telephone, sometimes while facing adverse or confrontational situations with internal / external customers.
• Exposure to frequent background noise.
• Employee may be asked to drive personal vehicle for business purposes.
• Communication skills sufficient to convey information via telephone and in person.
• Hearing sufficient to record minutes of meeting and perform routine office tasks.
• Mobility enough to stand, sit and move within a confined work area.
• Employee is required to have close visual acuity to perform an activity such as : preparing and analyzing data / figures;

transcribing; viewing a computer terminal; extensive reading of printed materials; visual inspection involving small defects,

• small parts, and / or operation of machines (including inspection); using measurement devices??graphs; and / or assembly or
• fabrication of parts at distances close to the eyes.
• Vision enough to read computer keyboards, reference books, and other written documents.
• 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 : 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.