City of Wheat Ridge Hiring for Executive Assistant Job at Wheat Ridge, CO Full Time

JOB

Welcome to the Carnation City of Colorado! The City of Wheat Ridge is growing and changing and we need you! We are a small but dedicated group of professionals that take pride in our work and love serving this vibrant community.We have an immediate opening for an experienced person to join us as an Executive Assistant in our Administrative Services Division. You will be part of a dynamic, engaging team that values the contributions made by its employees, and encourages professional development. We provide an inclusive work environment, and a comprehensive health, dental, vision, and wellness benefit package. Please read on to find out more about this position and how to apply. Wheat Ridge is the place people come to live, play AND work!

EXAMPLE OF DUTIES

This is a complex and highly responsible administrative position at the highest level of municipal administration held with the primary responsibility of providing administrative assistance to the City Manager and Administrative Services Director. In addition, this position is expected to provide administrative support to the Mayor and City Council and staff assigned to the City Manager and Administrative Services Department as needed.The following duties are illustrative only and are not intended to be all inclusive. Provide day-to-day administrative support to the City Manager and Administrative Services Director utilizing diplomacy, communication, and conflict management skills when responding to a wide variety of inquiries over the phone and in person with City Council members, department administrators, public or private industry officials, employees and the general public related to City services, policies and procedures. Assist with data input and format presentation of the City-wide budget; coordinate website updates, and other public information projects as requested; provide administrative support to members of the Administrative Services Department as needed. Coordinate quarterly newsletter content development and editing. Monitor assigned budget(s) and manage expenditures, and ensure compliance with all purchasing procedures; review and prepare accounts payable requests; maintain a ledger of expenditures/revenues by account, may prepare financial reports, statistical data, required forms, and supporting documentation as required. Coordinate and supervise the City Hall Front Desk operations, mail room and main phone line coverage. Supervise Administrative Assistant to the Mayor and City Council and Administrative Specialist.Prepare and distribute future Council agendas and quarterly City Manager’s update to council and staff; assist as needed with special projects; prepare council and board agenda items inclusive of compiling and reviewing packet preparation for completion, taking necessary steps to finalize, calendar coordination and setting. Plan, organize and coordinate City-sponsored functions and events; coordinate various meetings and information; attend sessions either in the capacity of clerical support or as a board member; responsible for appropriately disseminating information. Maintain critical, sensitive and confidential communication with public officials, press, the public and private agencies; interface with numerous city, county, state agencies, leagues, boards and commissions. Make travel arrangements for assigned executives to include registrations, hotels, airfare, rental cars, tours, and credit card limits; schedule and arrange appointments and meetings. Ensure executive staff have all necessary materials and are briefed before each meeting. Confer and work with department and division heads to obtain information on a variety of matters; provide assistance as requested.ADDITIONAL DUTIES: May assign, coordinate, and review the work of other clerical personnel as directed. May serve as backup to other office staff as necessary. Perform related duties as required. SUPERVISION RECEIVED: Works under the direct supervision of the Administrative Services Director and the City Manager; SUPERVISION EXERCISED: Directly supervises the Administrative Operations Support Technician and Administrative Assistant to the Mayor and City Council. INDEPENDENCE OF ACTION: Work is performed within authorized limits prescribed by the supervisor and/or policy. Exercises independent judgment in selecting and interpreting information, handling deviations from standard methods and resolving problems. Finished work is reviewed for attainment of objectives and adherence to deadlines. Supervisor is available to assist in solving problems.

MINIMUM QUALIFICATIONS

Minimum Education and Experience Required to Perform Essential Job FunctionsBroad knowledge of City functions and programs and a keen awareness of sensitive issues; of special events coordination; principles, practices, and techniques of modern office management, business English, spelling, grammar, basic accounting, computers and associated software; familiarity with overall operation of City government. – Read, write and verbally communicate at a level appropriate to the duties of the position; operate a computer for word processing, data entry, retrieval and other uses; write correspondence and provide customer service, directions, and feedback; organizational and time management skills essential. – Possess abilities in identifying relationships between issues; present ideas clearly and concisely, verbally and in writing; manage multiple projects at a time and adjust to shifts in priorities; exercise independent judgment; exercise initiative and react resourcefully under deadline-oriented and multiple-demand conditions; establish and maintain effective working relationships with employees, administrative staff, department heads, government officials, citizens, and professional associates; operate a variety of office equipment; gather, correlate, and analyze facts and use them to prepare reports, memoranda, and formal and confidential correspondence; oversee the work of other employees. Diplomacy, communication and conflict management skills are required; sound judgment and discretion are essential. High School diploma or equivalent; Associate’s degree in business, public administration or a related field preferred. Six (6) years of progressively responsible administrative experience including two (2) years of supporting a high-level executive or manager and dealing with confidential material. Office management and/or supervisory experience preferred; previous government experience a plus. Any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills and abilities.

SUPPLEMENTAL INFORMATION

Standard office equipment to include computer and associated software, transcription equipment, copier, typewriter, calculator, multi-line phone, and fax machine. Departments may vary in types and additional equipment, i.e., labeling equipment, shredder, tape recorder, etc.