Hybrid Executive Assistant - Town Manager's Office chez Town of Castle Rock

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 make 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 

Essential Duties & Responsibilities:

WHEN ASSIGNED TO THE TOWN MANAGER:

• Responsible for communications and information sharing between the Town Manager, Mayor and Town Council. Serves as central point for communications and information sharing for organization and community relating to the Town Manager.
• Coordinates Town Council agenda process. Generates the look-ahead Council meeting schedule. Receives reports and agenda items from Town departments. Ensures quality and consistency of items.
• Contacts Town Council members regarding upcoming meetings and issues.
• Performs complex confidential executive support services to the Town Manager, Mayor and Council, and Assistant Town Managers. Manages internal and external communications and requests, solves problems, communicates with Town Manager and Assistant Town Managers and takes appropriate action.
• Creates presentation materials for Council, community, and organizational meetings.
• Maintains content on the Town’s website. Ensures content is compliant with digital accessibility requirements.
• Coordinates monthly department reports. Collects items submitted by departments. Creates final product appropriate for intended audience.
• Assists the public with questions requiring knowledge of policies and procedures in person, by telephone, and electronically; responds to complex inquiries and concerns in the Town Manager or Assistant Town Managers’ absence.
• Responsible for ongoing and special project management and coordination. Responsible for conducting research, analyzing data and preparing comprehensive reports. Creates and maintains overall project information, tracking and reporting system. Acts on behalf of Town Manager or Assistant Town Managers to ensure timely completion of projects and effective follow-up to inquiries and resident concerns.
• Serves as model for customer service and professionalism within the organization.
• Responsible for department purchasing.
• Participates in organizing, planning for and running special events.
• Performs clerical functions including copying, typing, filing, data entry, and mail pickup and distribution.
  Schedules and maintains appointments and meeting calendars; schedules and coordinates meetings and makes necessary travel arrangements.
• Assists with meeting and meeting room preparation, placing necessary orders and making purchases.
• Performs other duties as assigned or required.

WHEN ASSIGNED TO AN ASSISTANT TOWN MANAGER:

• Responsible for managing Town Council and Town Manager Office's budget and expenditures. Processes invoices, purchase orders, accounts payable, and department purchase/credit card statements.
• Fulfills the duties above in the absence of the Executive Assistant assigned to the Town Manager.
• Performs complex confidential executive support services to the Town Manager, Mayor and Council, and Assistant Town Managers. Manages, solves and communicates with Town Manager and Assistant Town Managers on internal and external communications and requests, and takes appropriate action.
• Creates presentation materials for Council, community, and organizational meetings.
• Maintains content on the Town’s website. Ensures content is compliant with digital accessibility requirements.
• Coordinates monthly department reports. Collects items submitted by departments. Creates final product appropriate for intended audience.
• Assists the public with questions requiring knowledge of policies and procedures in person, by telephone, and electronically; responds to complex inquiries and concerns in the Town Manager or Assistant Town Managers’ absence.
• Responsible for ongoing and special project management and coordination. Responsible for conducting research, analyzing data and preparing comprehensive reports. Creates and maintains overall project information, tracking and reporting system. Acts on behalf of Town Manager or Assistant Town Managers to ensure timely completion of projects and effective follow-up to inquiries and resident concerns.
• Serves as model for customer service and professionalism within the organization.
• Responsible for department purchasing.
• Participates in organizing, planning for and running special events.
• Performs clerical functions including copying, typing, filing, data entry, and mail pickup and distribution.
• Schedules and maintains appointments and meeting calendars; schedules and coordinates meetings and makes necessary travel arrangements.
• Assists with meeting and meeting room preparation, placing necessary orders and making purchases.
• Performs other duties as assigned or required.

Minimum Qualifications:

Education:  An Associate's Degree in Business, Public Relations, or a closely related field

Experience: Three to five (3-5) years of progressively responsible executive support work; or an equivalent combination of education, training, and experience.

Knowledge, Skills, and Abilities:

• Ability to develop and maintain professional relationships.
• Must be highly responsible, adaptable and flexible.
• Must possess excellent communication, interpersonal and customer service skills. Ability to respond to customer inquiries, requests and complaints with tact, discretion and diplomacy.
• Ability to maintain confidentiality, be assertive and team-oriented.
• Ability to function independently and carry out job duties without constant supervision and direction.
• High level proficiency in the use of Adobe Acrobat and Microsoft Word, Excel, PowerPoint, and Outlook.
• Skilled in creating accessible digital content.
• Strong organizational skills. Ability to multitask and meet deadlines while providing accurate work products.
• Ability to manage, coordinate and track detailed ongoing and special projects.
• Ability to research and analyze data and prepare concise written reports.
• Ability to prepare quality written communications on behalf of the Town Manager, Town Council and Assistant Town Managers.
• Ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; ability to utilize principles of fractions, ability to create and interpret graphs.
• Ability to operate general office equipment and to work for extended periods at a desk and computer.

Physical Demands:

• Sedentary work for long periods of time
• Occasional physical work lifting no more than 50 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.