Administrative Assistant III - Water & Sewer Boards

Anticipated Hiring Range:  $24.16 - $30.00 Hourly

Full Salary Range:  $24.26 - $35.03 Hourly

Why Do I See Two Salary Ranges?
The City of Greeley, in compliance with Colorado state law, includes a salary range for all positions posted. This law improves wage transparency. We post both the full salary range and the anticipated hiring range, where we expect to make an offer. Offers are based on experience, education, certifications, and other factors.

City of Greeley's Total Rewards
The City of Greeley is committed to providing a comprehensive total rewards program that supports employees in their work by encouraging excellence and investing in employee development and recognition. This philosophy is grounded in fiscal responsibility, organizational effectiveness, and employee safety and well-being, ensuring the responsible stewardship of public resources while offering meaningful and comparable rewards. This approach ensures that the city remains an attractive, inclusive, and rewarding work environment, while also effectively serving the community.

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

Job Summary:
This position reports to the Executive Assistant – Water & Sewer Department and plays a central role in providing high level administrative support by supporting the function areas of the various divisions within the Water & Sewer department. The successful incumbent will provide support in preparing and distributing agendas for the Water and Sewer board and Water and Sewer City Council items, taking, and preparing detailed meeting minutes, posting, and tracking legal notices, and typing and compiling reports and correspondence. Additionally, this role will maintain consistency in processes and support for billing services, researching projects/special projects, maintaining data or organizational systems, filing, answering phones, and offering support to key internal and external stakeholders, which includes connecting the business to the appropriate staff. The successful candidate will bring a high level of organizational skills, excellent customer service experience, and a passion for the economic development of the city.

Experience, Education, and Skills:

Minimum Requirements:

•   High school diploma or GED required;

•   Four (4) to six (6) years increasingly responsible administrative support experience or other relevant business 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,

AND

Possession of a valid driver’s license.

Preferred:

•   Associates degree (two‐year degree) or certification program of comparable length.

Knowledge, Skills, and Abilities:

•   Knowledge of standard office practices, purchasing processes, document management, vendor contracts, customer service principles, and municipal operations.

•   Knowledge of the organization and operation of the City and outside agencies as necessary to perform assigned responsibilities.

•   Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams; experience with Oracle and CivicClerk preferred, with the ability to learn new systems.

•   Strong organizational skills, including the ability to prioritize work, manage multiple assignments, coordinate schedules and meetings, meet deadlines, and adapt to changing priorities.

•   Strong oral, written, interpersonal, collaboration, and active listening skills, with the ability to communicate clearly and build effective relationships with diverse individuals.

•   Ability to exercise sound independent judgment, solve problems, maintain confidentiality, and follow appropriate procedures and chain of command when handling sensitive matters.

•   Ability to work independently with minimal supervision and effectively collaborate with others in-person and remotely.

•   Ability to provide professional, timely, and responsive customer service, including addressing concerns and effectively managing difficult or sensitive situations.

•   Ability to take initiative, maintain productivity and a strong work ethic, and remain focused on priorities.

•   Ability to represent the City and department professionally and establish and maintain positive, respectful working relationships with employees, customers, vendors, and external partners.

Essential Functions:

•   Provide a high level of business and administrative support for the department, including the following tasks:

•   Prepares packets, forms, and other documentation for distribution

•   Assists with Water and Sewer monthly Board meetings by providing assistance with technical equipment, taking meeting minutes, and preparing packets

•   Manages vendor contracts and ordering office supplies

•   Establishes and manages departmental standard operating procedures (SOPs)

•   Oversees document management and audits files

•   Tracks, monitors, and pays departmental invoices; handles accounting, procurement, and purchase orders

•   Coordinates events and meetings including scheduling staff, planning agendas, providing materials and food as needed, and manages the event budget

•   Composes memos, outgoing correspondence, presentation materials, and other documents

•   Coordinates calendars and schedules meetings

•   Screens and answers calls

•   Coordinates travel arrangements, event registrations, and professional engagements

•   Monitors department projects and provides coordination with other City staff and outside agencies

•   Coordinates and administers special projects as assigned

•   Performs other duties as assigned.

Supervisory Responsibilities: N/A

Travel - Regular Local/Field Based Travel: This position requires regular travel within the County and nearby cities. Employees frequently travel to field sites, client locations, or other City buildings as part of their job duties. Access to a personal or City fleet vehicle may be required.

Work Environment:

•   Primarily based in a standard office environment, which involves working at a desk or workstation for extended periods.

•   The noise level is generally low to moderate, consistent with a typical office setting.

•   This position may occasionally require visits to other offices or off-site locations for meetings or project work, depending on job responsibilities.

Physical Requirements:

•   Mobility: Minimal physical effort typically found in clerical work. occasional walking or standing, ability to move throughout office location.

•   Dexterity: Ability to perform repetitive movements for typing, writing, and operating office equipment.

•   Strength: Ability to lift or carry objects weighing up to 15 pounds occasionally.

•   Endurance: Ability to maintain focus and productivity for periods while performing job duties.

•   Flexibility: Infrequent need to perform the following physical activities: bend/stoop/squat, climb stairs, push or pull, reach above shoulders.

•   Vision and Hearing: Sufficient visual ability to read printed or digital documents, view computer screens, and perform detail-oriented tasks. Adequate hearing to participate in verbal conversations, virtual, phone, and in person communications.

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: The City of Greeley is an at-will employer. Employees and the City may terminate employment at any time for any reason. 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.