Management Assistant

4 weeks ago

Fountain, United States City of Fountain Full time
Job DescriptionJob DescriptionDescription:

Job Summary

Under the supervision of the departments' management, the incumbent will provide support to operational and administrative functions of the departments as well as lead special projects. The purpose of this position is to provide a variety of highly responsible, confidential and complex administrative support to the assigned departments and divisions. Organizational skills and excellent communications skills are a must. Work requires the exercise of initiative, independent judgment, and discretion.


Pay Range: $24.00 to $31.50 per hour


Duties and Responsibilities

  • Reviews current and historical rules and regulations to ensure continued compliance of assigned area.
  • Completes a variety of technical, confidential and/or complex special projects as assigned.
  • Supports leadership in diverse and high-level community relations initiatives and projects that involve multiple departments and community members.
  • Enters data into and maintains databases for accurate record keeping.
  • Prepares, receives, reviews, and processes documents, including, but limited to, invoices and purchase orders, contracts and amendments, and council commentaries and presentations.
  • Formats information for internal and external communications, including memos, emails, presentations and reports.
  • Assists in budgetary reviews and maintenance.
  • Uses and maintains an office purchase card for office logistic purposes and other official needs as required.
  • Attends meetings and compiles agendas/minutes for record keeping; may present during meetings.
  • May receive manage and/ or dispatch customer concerns and complaints to appropriate parties.
  • Coordinates schedules, appointments, and conference rooms; may arrange travel for meetings, training, and interviews.
  • Keeps management informed by creating, reviewing, and analyzing special reports; summarizes information and identifies trends.
  • Maintains office services by organizing and managing correspondence; designs filing systems; reviews and approves requisitions; assigns and monitors clerical functions.
  • Prepares written communication material for dissemination to staff, the public and/or customer-base to provide information about initiatives, programs, events and special announcements;
  • Creates and assists in implementation of division and/or department policies and procedures.
  • Maintains social media for the division and or department assigned.
  • Plans, coordinates and works on special events for the department, as assigned.
  • Attends the Employee Advisory Group, Safety Committee, Communications Team and other groups as a representative of the department.
  • Assists in creation and implementation of department policies and procedures.
  • Establishes and maintains effective working relationships with citizens and co-workers.
  • Performs other duties and special projects as requested by immediate supervisor and/or other leadership staff.
  • Other duties and responsibilities as required.


Supervisor Duties

This position has no supervisory responsibilities.


Work Environment

Duties are conducted occasionally in an out-of-door environment which includes exposure to extreme heat and cold or wet/humid conditions.

The noise level in the work environment is usually performed indoors in a standard indoor office environment, and moderately quiet, within a protected facility. Frequently encounters the noise of office machines and conversation.


Requirements:

Qualifications

  • Requires High School Diploma, equivalent educational component, or demonstrated skills as would be expected from this level of education.
  • Requires a minimum of three (3) years of experience in Customer Service, Call Centers, or equivalent job duties.
  • Requires a minimum of one (1) year experience in Administrative Office work or equivalent job duties.
  • Must be highly proficient in Microsoft Office applications.
  • Must be highly proficient in the operation of General Office Equipment (copiers, printers, scanners, phones, etc)
  • Requires a current, valid Colorado driver’s license or the ability to obtain within 90 days of hire date.
  • Requires a Notary Public designation or the ability to obtain within 90 days of hire date.
  • Considerable knowledge and proficiency with social media formats is highly desirable.
  • Must be able to obtain ICS Certifications IS100 & IS700 within 90 days of hire date.


Required Capabilities

  • Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
  • To perform the essential job functions and to ensure the safety of themselves, their coworkers, and the public, employees must have the ability to regulate attention; to plan; to understand, remember, and apply information; to effectively interact with others; to concentrate and maintain pace; and to adapt or regulate one’s behavior.
  • Ability to proficiently read, speak, and understand English. Proficiency in non-English languages is highly valued.
  • Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
  • Demonstrated strong verbal and written communication skills, analytical skills, statistical and mathematical abilities and interpersonal skills. Ability to read and interpret documents such as safety rules, operating maintenance instructions and procedure manuals. Ability to write complex reports and distill information for many audiences.
  • This position requires close, distance and peripheral vision.
  • Ability to hear an average conversational voice in a quiet room, using one or both ears, at a distance of six (6) feet. Ability to hear sounds and signals indicating work and safety necessities.
  • This position requires standing, walking and sitting for periods of time. Utilization of hands and fingers to operate office computer keyboard and equipment required. Must be able to reach with hands and arms, and stoop, kneel or crouch if needed.
  • Must be able to lift up to thirty (30) pounds as needed and frequently lift up to fifteen (15) pounds.
  • This position requires effective proficiency in the use of computer software and applications, office equipment, and professional telephone use. The ability to adequately type quickly with few to no errors is also very important. This position will often require multi-tasking in the use of computer, phone, and office equipment while interacting with clients. Candidates for this position may be required to take and pass technology proficiency assessments prior to employment.

*This job is open from 08/14/2024 and will close on 08/26/2024 at 12:00 p.m. MT.*

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