Executive Assistant bei City of Englewood
City of Englewood · Englewood, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Englewood
REPORTING RELATIONSHIPS
Reports to: Director of Public Works
Direct Reports: None
DUTIES AND RESPONSIBILITIES
The listed examples of work are not intended to be all-inclusive. They may be modified with additions, deletions, or changes as necessary.
Essential Duties & Responsibilities
Serves as liaison between the assigned office and the public, City staff, and outside groups and agencies; provides general and specialized information and assistance that may require the use of judgment, tact, and sensitivity, and the interpretation of policies, rules, and procedures.
Receives and assists visitors and telephone callers; answers inquiries requiring knowledge of City policies, procedures, and activities, or directs them to the proper person or department. Engages in both proactive and responsive problem-solving.
Assumes responsibility for various administrative details; establishes, coordinates, and maintains effective office procedures and efficient workflows. Establish and maintains harmonious working relationships with supervisors, coworkers, and the public.
Schedules appointments and maintains calendars. Arranges and coordinates meetings and events; sets up and runs presentations. Produces business itineraries and coordinates travel requirements.
May serve as recorder of minutes with responsibility for distribution to participants. Transcribes or prepares documents from recordings.
Takes action authorized during a director’s absence and uses initiative and judgment to see that matters requiring attention are referred to delegated authority or handled in a manner so as to minimize the effects of the absence.
Maintains filing and records management systems, processes a variety of contracts, vouchers, travel forms, invoices, and other office flow procedures.
Sorts, reads, and annotates incoming email, mail, and documents and facilitates necessary action; determines any routing or signatures required, and maintains follow-up. Composes correspondence and reports for director and deputy director’s utilization or signature when required.
Coordinates through the Business Services Manager, making recommendations for purchase of supplies and equipment; assists budget preparation and expense account records.
Processes contractor right-of way permits for concrete, excavation, occupancy and special parking including review of applications, site plans, traffic control plans, valuations bonds, verification and filing of required information, and determination of type required.
Processes permits, including counter check, fee assessment, issuance of permits, routing of forms to cashier, and filing of information to appropriate agencies.
Acts as liaison with other Divisions; routing permit applications and review notification memos to appropriate City Notifies other Divisions of required inspections and may verify that final inspections have been conducted by appropriate City Departments.
Assists customers with the completion of required forms.
Prepares memos, letters, spreadsheets, purchase orders, pay applications, and other documents for projects. Assists the Director and Deputy Directors of Public Works with the maintenance of project files.
Performs other duties as assigned and required.
PREPARATION AND TRAINING
Education:
- High School Diploma or General Equivalency Diploma (GED) required, a Bachelor's Degree from an accredited college or university preferred.
Work Experience:
4 years' experience providing administrative support to multiple people while handling a high volume of tasks and managing an administrative office environment required; or
An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
Certifications and/or Licensures:
Certification as a Notary Public or ability to obtain certification within six months of hire.
ICC Permit Technician Certification or ability to obtain within 6 months of hire.
Traffic Control Certification or ability to obtain within 6 months of hire.
Required Driver’s License: Valid Colorado driver’s license and a clear or acceptable MVR
An equivalent combination of education, training and relevant job experience may be substituted.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge
Working knowledge in:
Calendar management for multiple people.
Meeting scheduling and note taking.
External and internal facing customer service.
Strong business acumen and knowledge of administrative office management.
Well-developed written and verbal communication skills, including the ability to work with different communication styles.
Ability to manage a high volume of tasks.
Ability to handle a high occurrence of interruptions while multitasking.
Construction types, general methods and high-level procedures.
Proficiency with technology and software systems.
Attend off-hours meetings and events, as required.
Work in a team atmosphere and participate on a variety of departmental and City-wide committees and tasks to enhance the provision of all City services.
Skills and Abilities
Computer Skills – Advanced knowledge in applications software for Windows environment, Microsoft Office required.
Communication Skills – Advanced communication skills required to maintain effective working relationships with residents, contractors, consultants, and other staff members. Strong customer service skills needed to research and exchange information with the public and co-workers. Strong written skills needed to produce Council communications and technical memorandums.
Analytical Skills - Intermediate analytical skills required to evaluate complex problems and propose alternatives and solutions where innovative modifications are necessary.
Project Management Skills - Intermediate project management skills required to coordinate projects, deadlines, meetings, and work with contractors and inspection staff.
General Management Skills - Intermediate management skills required. Organize own work, set priorities, work independently, meet critical deadlines, and balance multiple objectives.
Mathematical Skills – Intermediate mathematical skills required to review project budgets, department budgets, and permit fees.
WORKING CONDITIONS
Work is performed in a standard office environment, requiring sitting for extended periods of time, and occasional light lifting (up to 15 lbs.). Job requires visual and physical capabilities to work on computers and associated equipment for prolonged periods of time (6-8 hours daily).
SALARY RANGE
$66,966 - $100,448/Annual Salary
BENEFITS
The City of Englewood offers a comprehensive benefits package including but not limited to:
Medical, Dental, and Vision Plans
Retirement Plans
Paid Time Off
Paid Sick Leave
12 Paid Holidays
