Salary to be commensurate with experience
The hiring range for this position is $66,854.25 - $83,567.81/ annually
This job posting will close Thursday, November 28, 2024
OVERVIEW OF POSITION / DEPARTMENT
This position provides advanced office and administrative support directly to a Deputy City Manager, the City Manager or other Executive City Council Appointees.
The city of Aurora operates under a council/manager form of government, combining the political leadership of elected officials with the managerial expertise of a professionally trained, local government manager appointed to the position. Council members are the city's policy makers, elected by popular vote to be responsive to citizens' needs and wishes. They focus on, Aurora's short-term goals, Major projects and long-term considerations such as capital improvement projects, Land use development, Capital financing and Strategic planning. As the council members serve at the pleasure of Aurora citizens, the city manager serves at the pleasure of the mayor and council. The manager can be replaced at any time by a majority vote of city council.
This position is supervised by the Senior Executive Administrative Supervisor in the City Manager’s Office. This position has a limited remote schedule of one day per week based upon schedules/needs of the office. Remote schedule is at discretion/scheduling of supervisor.
PRIMARY DUTIES & RESPONSIBILITIES
- Schedule meetings including virtual (Webex, Teams) and in person.
- Manage and maintain multiple executive staff calendars.
- Manage meeting or event logistics, including virtual access (Webex/Teams/conference bridge line) and meeting room reservation, coordination of communications among high level internal/external meeting attendees.
- Maintain directories, manuals and files.
- Process payroll.
- Perform accounts payable and purchase order requisition functions.
- Purchasing card custodian.
- Responsible for office and kitchen supply inventory, order supplies as needed.
- Conduct research and complete special projects.
- Communicate status of daily and long-term projects with administrative team.
- Prepare reports and distribute as needed.
- Provide administrative support to various committees including city council policy committee, internal management committees and/or any citizen committees. This includes agendas, minutes, meeting notifications and meeting setup.
- Create, type, format letters, memoranda, correspondence, agenda and other documents.
- Answer inquiries from citizens and employees.
- Make conference and travel arrangements; complete travel and expense documentation.
- Sort and distribute mail.
- Receive, direct, research and respond to citizen, council and high-level political inquiries and complaints.
- Coordinate responses to Council requests for information as needed.
- Communicate information between executive staff, management team staff and elected officials as needed.
- Serve as recording secretary at various meetings.
- Performs additional duties as assigned.
- Must be extremely organized.
- Must be highly detail oriented.
- Ability to multi-task.
- Handle highly confidential information with discretion.
- Ability to work in a professional manner while in a fast and dynamic environment.
- Other duties as assigned.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.
MINIMUM QUALIFICATIONS & WORKING CONDITIONS
An equivalent combination of education, training, and experience that demonstrates required knowledge, skills, and abilities may be considered.
Education:
- High School Diploma or GED.
Experience:
- At least five (5) years advanced administrative support experience, including payroll background.
- Experience serving as an assistant to a Department Director or CEO.
- Experience in government.
Licenses and Certifications:
As assigned, specialized certifications may be required such as:
- Become a Colorado Notary within 30 days of hire date.
- Valid Colorado Driver’s License.
Preferred Experience:
- Municipal or county government experience
Knowledge of:
- Administrative practices and procedures.
- Composition, grammar, letter and correspondence formatting.
- Payroll and budgeting procedures.
- Strong interpersonal, analytical, and organizational skills.
- Proficient with Microsoft Office 365 (Outlook, Word, Excel, Power-Point, Teams) and Adobe Acrobat
- Edit and proofread documents.
- Prefer familiarity with Workday and eSCRIBE software systems.
Skills in:
- Bi-lingual preferred.
- Good command of the English language.
- Strong interpersonal, analytical and organizational skills.
- Skill in the use of personal computers with word processing and spreadsheet software. Efficiently and accurately key information using a keyboard.
- Skills in coordinating and scheduling meetings with multiple internal and external attendees
- Communicate and work closely with office team.
Abilities to:
- Ability to establish and maintain effective working relationships with senior management, elected officials, employees and citizens.
- Proactively resolve issues by exhibiting a solutions-oriented approach
- Handle confidential information and sensitive situations with tact and diplomacy.
- Communicate effectively both verbally and in writing.
- Ability to maintain the highest level of confidentiality concerning City issues including correspondence, contacts, and personnel information.
- Ability to organize, problem solve and carry out projects.
- Ability to learn city software and update internal department Share Point site.
- Ability to take direction, prioritize projects and workload.
- Conduct simple research if required.
- Establish and fulfill goals and objectives.
- Work independently and in groups to complete assignments.
- Learn quickly with various database and data mining experience.
WORKING CONDITIONS
Essential Personnel:
- When a local announcement of emergency or disaster is declared by the City, all City of Aurora employees may be required to work as essential personnel.
Physical Demands:
- Primarily light physical work requiring ability to lift a maximum of 25 pounds with or without assistance.
- Occasional lifting, carrying, walking, and standing.
- Frequent hand/eye coordination to operate office equipment.
- Vision for reading, recording, and interpreting information.
- Frequent speech communication and hearing to maintain communication with employees and citizens.
- May be required to set up and tear down for meetings/events.
- Evening meeting coverage may e required.
Work Environment:
- Essential duties performed primarily in an indoor office, public area setting.
- Works in a clean comfortable environment.
- Works in an open area and may be subject to noise as part of normal office activity (shredder, white noise, conversation, etc.)
Equipment Used:
- Frequently uses computer keyboard and telephone, copiers and other general office equipment
- This position may require the incumbent to occasionally use personal equipment (e.g. vehicle, cell phone, tools, etc.) in the course of their employment
