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Administrative Assistant

2 months ago

Castle Rock, United States Town of Castle Rock Full time

This posting will remain open continuously until filled.

The Town of Castle Rock's future and the quality of that depend on the choices we make today. Do you want to be part of a team that makes decisions that work now while preserving and protecting Castle Rock's identity and quality of life for the future? We value teamwork, cooperation, and quality communication.We strive to provide exceptional public service to our customers and encourage creativity and innovation. We welcome all that share those values to apply.

Working for the Town of Castle Rock includes:

  • The opportunity to make a difference in our community
  • Career Advancement Programs
  • Employee well-being program
  • Competitive total compensation with an excellent benefits package
  • Free membership to the MAC or Recreation Center
  • Public Service Student Loan Forgiveness eligible employer
Just as you plan and keep a watchful eye on your household or business finances, the Town of Castle Rock government plans and coordinates the Town's financial future. Through exceptional customer service and effective partnerships, they deliver accurate and timely financial services. Do you want to be a part of this high-quality financial team?

Essential Duties & Responsibilities:
  • Performs complex administrative duties in support of the Director and department. Performs various copying, faxing, mailing and scanning duties. Maintains filing systems. Duties may include maintenance of department content on the Town's website. May schedule appointments and maintain calendars for staff members. May register and make travel arrangements for staff member training/conference attendance.
  • Drafts, prepares, reviews and edits complex correspondence, reports, spreadsheets, inter-office memos and other documents. Tracks and inputs data in to various database systems. Maintains department filing systems. Reviews variety of documents for quality control.
  • Prepares for meetings. Compiles and organizes information, materials and food for meetings. Formulates and distributes meeting agendas. Schedules appointments and facilities. May take, prepare and distribute meeting minutes.
  • Prepares Council and Commission packet materials. Reviews for accuracy, completeness and compliance with formatting standards and submittal deadlines.
  • Responds to internal and external customer inquiries, requests and complaints. Gathers appropriate information and responds to the customer in a timely manner via phone, email, Web, mail or in person. May provide primary or backup front counter coverage to assist visitors and walk-in customers.
  • Composes monthly department report. Gathers information from different divisions and compiles information for review by Director/Assistant Director.
  • Assists with budget preparation, year-end estimates, budget monitoring, updating and maintaining budget records.
  • Process invoices, purchase orders and accounts payable items. Completes forms, researches appropriate coding and monitors the budget to ensure funds are available.
  • Obtains approval signatures. Reconciles and reviews all purchase card statements. May make daily deposits. Responsible for department purchasing.
  • Completes assigned special projects and department-specific assignments. Conducts research to resolve issues.
  • Participates in organizing, planning for and running special events.
  • Performs routine clerical functions, e.g., typing, filing, mail pick up, etc.
  • Communicates and coordinates with other departments and organizations. Serves on a variety of committees and teams.
  • Performs other duties as assigned or required.
Minimum Qualifications:

An equivalent combination of education, training, and experience that demonstrates required knowledge, skills, and abilities may be considered.

Education:Associate Degree in Business Administrative Support or a related field

Experience: Three (3) years' related progressively responsible experience that includes customer service; or an equivalent combination of education, training, and experience

Knowledge, Skills, and Abilities:
  • Knowledge of modern accounting principles, practices and procedures and how they apply to government accounting situations, including their application in grant funding.
  • Knowledge of modern automated systems used in the preparation and maintenance of accounting data, as well as modern office practices, procedures and equipment.
  • Knowledge of the applicable laws, regulations, procedures, and processes governing the receipt and expenditure of governmental monies.
  • Knowledge of modern computer technology.
  • Skill in communicating effectively with the public and clients over the telephone, in person, by fax, and other methods.
  • Ability to prepare clear, complete, concise oral and written reports.
  • Ability to meet deadlines.Ability to establish and maintain effective relationships with superiors and other employees.
  • Ability to calculate, compute, summate, and/or tabulate data and/or information. Includes the ability to perform subsequent actions in relation to these computational operations.
  • Ability to review, classify, categorize, prioritize, and/or analyze data and/or information.Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
  • Ability to coordinate, manage, strategize, and/or correlate data and/or information.Includes exercise of judgment in determining time, place and/or sequence of operations.Includes referencing data analyses to determine necessity for revision of organizational components.
Physical Demands:
  • Sedentary work for long periods of time
  • Occasional physical work lifting no more than 10 pounds
  • Occasional lifting, carrying, walking and standing
  • Occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; and stop, kneel, crouch or crawl
  • Frequent hand/eye coordination to operate personal computer and office equipment
  • Vision for reading, recording and interpreting information
  • Speech communication and hearing to maintain communication with employees and citizens
Work Environment:
  • Works primarily in a clean, comfortable environment
Equipment Used:
  • Uses standard office equipment including a personal computer system
  • This position may require the incumbent to occasionally use personal equipment (e.g. vehicle, cell phone, tools, etc.) in the course of their employment.


Must satisfactorily pass a criminal background check prior to commencing employment.

The Town of Castle Rock is an Equal Opportunity Employer.