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Company Name : City of Greeley
Location : Greeley, CO
Position : Executive Assistant to the City Manager’s Office
Job Description : Salary Range: $69,266.01 – $96,972.41 annuallyHiring Range: $69,266.01 – $83,119.21 annuallyJob Summary: The Executive Assistant will provide high-level administrative support to the City Manager and other senior staff. The position acts as an office coordinator and first-line customer service representative for the City Manager’s Office. This position establishes and maintains consistency in processes, posting and tracking legal notices, execution of general office and administrative needs, including booking meetings, training and travel, hosting events, taking meeting minutes, managing purchasing and procurement processes, assisting with hiring paperwork, and interview scheduling, face-to-face and phone customer service, and senior level administrative support with various projects and requests.*Experience, Knowledge, Skills:*High school diploma required;Bachelor’s degree gained through a four-year college/university academic program (preferred) or specialized technical training OR extensive related previous experience;General knowledge of business procedures, practices, or operations required;Able to follow detailed instructions;May require typing or bookkeeping skills, operation of general office equipment;Proficient knowledge of Microsoft Outlook, Word, MS Teams and/or familiarity with other video conferencing platforms;Working knowledge of other MS platforms and business applications, including DocuSign or similar and Adobe Acrobat/Distiller;May prepare routine reports or correspondence;Typically, on-the -job training of processes and procedures;Excellent verbal and written communication skills;Excellent organizational skills and attention to detail;Excellent time management skills with a proven ability to meet deadlines;Ability to function well in a high-paced and at times stressful environment;Extensive knowledge of office administration, clerical procedures, and recordkeeping systems;Able to type minimum of 50 words per minute;Ability to do use basic functions of computer use;Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.Essential Functions: Provides high-level administrative support and assistance to the City Manager and/or other assigned leadership staff. Relieves City Manager or designee of certain administrative matters by following up on projects, transmitting information, documenting workflows, and maintaining correspondence as requested.Serves as first-line customer service representative addressing or navigating phone, email and in-person inquires with customers.Assists in the preparation of contractual agreements; proofreads and tracks contract documents.Type and proofread a wide variety of reports, letters, memorandum, and notes; types from rough draft or verbal instruction; review materials for completeness, accuracy, format, and compliance with policies and procedures; initiate correspondence for appropriate signature(s).General administrative support, including but not limited to, ordering supplies, receiving and sending mail, filing, and scanning; processing invoices and other payments; taking meeting minutes; facilitating all infrastructure needs with internal service departments (IT, HR, Finance) using city channels.Performs routine finance tasks including, collecting receipts and entering into city system, scanning receipts, and saving for audit purposesPerformers routine purchasing duties, including creating purchase orders (PO’s): Collect and complete documentation needed, collect signatures on documentation, upload documentation, have PO approved, and upload PO to Award Tracking for future payment use. Approve PO’s and Pay Invoices accordinglyManages meetings and coordinates meeting logistics; coordinates calendars, schedules meeting rooms and sets up remote meeting technology; coordinates food and drinks as necessary. Arranges travel and accommodations for executives.Assists with onboarding CMO staff; organize paperwork and navigates technology and access requests via various departments and coordinatesPerforms additional duties as assigned by executives.Work Environment and Physical Requirements: Minimal physical effort typically found in clerical work.Primarily sedentary, may occasionally lift and carry light objects.Walking and/or standing as needed and minimal.Prolonged periods of sitting at a desk and working on a computer.Must be able to lift up to 15 pounds at times.Minor moving of boxes for supplies that are ordered – including orders for paper, plates, and other kitchen and office supplies. Food and water delivery for meetings as necessary.Safe to minimal hazards that are typically found in general office environment where there is rarely little or no exposure to injury or accident.Job Type: Full-time
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