Executive Assistant Job Vacancy in City of Boulder, CO Boulder, CO – Latest Jobs in Boulder, CO

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Company Name : City of Boulder, CO
Location : Boulder, CO
Position : Executive Assistant

Job Description : Description

The City of Boulder will be requires all employees to be vaccinated for COVID-19.

The City of Boulder is a great place to live, work, grow and play.

With over 300 miles of dedicated bikeways and more than 150 miles of hiking trails, Boulder values active lifestyles and access to nature. Forty-six thousand acres of protected land provide open space for passive recreation, natural environments, and a green belt around the city. With world class restaurants and art and music venues, The City of Boulder values diverse culture.

Respect is one of our five City Values (including Customer Service, Collaboration, Integrity and Innovation) and we are committed to equity, diversity and inclusion. We celebrate and support our differences across all spectrums, including but not limited to ethnicity, gender, age, disability and sexuality. Through our focus on Racial Equity, our employee benefits, and the many programs resources we offer our staff, we continually strive to weave respect for one another into the fabric of our organization.

Add your voice and talents to the City of Boulder and help us grow in service excellence for an inspired future.

The hiring range for this position starts at $29.50 – $36.10/hr depending on qualifications and experience.

OVERALL JOB OBJECTIVE:
Under general supervision of the Deputy City Clerk, and as part of a team, this position coordinates and performs a variety of administrative support functions in the city clerk’s office, with outstanding customer service to internal and external customers. The city clerk’s office is responsible for city council support, which includes preparing city council agendas, preparing, and retaining official minutes for review, coordinating annual recruitments for boards and commissions, supporting council subcommittees, and supporting sister city relationships. The clerk’s office also coordinates and administers all city elections and oversees the domestic partnership registry. Deliver direct professional and courteous customer and staff support in the administration of division or department activities. Provide detailed administrative, financial, and technical support; and perform related duties as required in a team environment.

DUTIES AND RESPONSIBILITIES:

1. Act as an ambassador for the city. As the primary position with whom the public, staff, and city council initially interact when arriving at the City Manager’s Office and/or City Clerk’s Office, act as an ambassador which includes but is not limited to the following: provides excellent customer service with a high degree of professionalism while interacting with customers, staff, the public, and elected and appointed officials to resolve problems, answer questions, and provide general information and way-finding, either by phone, email, or in person.

2. Represent the City Clerk’s Office in a manner that models the city’s vision and values: CITY VISION AND VALUES: VISION:

The City of Boulder is committed to service excellence for an inspired future.

VALUES:

Customer service- We are dedicated to exceeding the expectations of our community and our co-workers by demonstrating consistent and professional service with a solution-oriented approach

Respect- We champion diversity and welcome individual perspectives, backgrounds, and opinions. We are open-minded and treat all individuals with respect and dignity.

Integrity – We are stewards of the public’s trust and are committed to service that is transparent and consistent with city regulations and policies. We are honorable, follow through on our commitments and accept responsibility.

Collaboration – We are committed to organizational success and celebrate our shared dedication to public service. We believe community collaboration and the sum of our individual contributions leads to great results.

Innovation -We promote a forward-thinking environment that supports creativity, calculated risks, and continuous improvement. We embrace change and learn from others in order to deliver leading-edge service

3. Perform administrative and clerical tasks in support of the daily operations of the City Clerk’s Office.

Assist with the compiling and distributing city council agendas, information packets, and other similar or related materials.

Coordinating the setup and providing support for city council study sessions, regular meetings, special meetings, and other events and activities.

Prepare draft City Council minutes for final review and approval.

Submission of publication and public notices for meetings, agendas, ordinances, and other related items.

Review of/preparing paperwork and scheduling for domestic partnership registrations.

Assisting with and providing support for annual board and commission recruitment.

Identifying high-priority work issues and items regarding department tasks and coordinating a prompt response; may delegate requests or questions to appropriate staff and/or prepare a response; tracks and manages the flow of information and responses for the work area.

Remaining aware of issues requiring special attention in response to city directives; following up with appropriate staff to assure that issues are addressed in a timely manner.

Responding to inquiries over the phone and in-person regarding policies and procedures related to the city clerk’s office and city council.

Establishing and adhering to record-keeping procedures and reporting standards, ensuring effective management of the organization’s records.

Understands and complies with relevant statutes, ordinances, regulations, standards, and laws related to public notice, open meetings, and records retention requirements.

Ordering office supplies, requesting work orders for facility issues, and maintaining office equipment.

Oversee coordination of official documents/contracts for the City Clerk’s approval/signature via the electronic routing log.

Pay Roll, Employee Parking Coupon liaison:
o Responsiblefortimesheetnotifications,coordinatingpayrollapprovalreports, review of error reports, and submission of timesheets topay roll.
o Administer the Employee Parking Coupon program for the division.

Perform manual administrative functions such as photocopying, typing, sorting, packaging, mailing, assembling documents/reports, and distribution of materials, including distribution of mail for the City Manager’s and City Clerk’s Offices.

Assist when possible, with reservations for reservable touchdown spaces, offices, huddle rooms, and conference rooms in the Penfield Tate Municipal Building; trouble shoot technology issues when possible; contact IT or Facilities when needed to provide customer service to our internal customers.

Modify and/orcomposewrittenmaterialssuchascorrespondenceandmemorandumswhich may include editing, correcting grammar, proofreading, and originating brief written materials.

Information resource and referral:
o Identify issues requiring special attention in response to city directives; follow up with appropriate staff to assure that issues are addressed in a timely manner.
o Act as an information resource for departmental staff and assist staff with special projects.
o Refer requests or questions to appropriate staff and/or prepare a response; respond to and resolve minor issues and complaints; prepare and edit written materials on behalf of others and originate brief written materials.

Operateapersonalcomputer,includingusingwordprocessingandspreadsheetsoftwareand creating, editing, formatting, copying, and printing files.

Remains flexible to support shifting priorities and juggles multiple deadlines and projects.

Provide scheduling and logistics support:
o Maintain appointment calendars and schedule meetings, including conference room facilities, meetings, and retreats/conferences. Logistical support as needed including room set up, maintenance requests and catering
o Coordinate arrangements for travel, receptions, meetings, public forums,and other high profile events. Some of these events may require off-hour responsibilities and schedule flexibility; support could include sending invitations, decorating, ordering food, etc.
o Provide administrative support for the City Clerk, Deputy City Clerk and Elections Administrator may include but is not limited to managing their calendar(s); scheduling appointments, meetings and speaking engagements and any additional logistical preparation needed for such events; and maintain and update files and materials.

4. Perform budgetary and financial, support functions.

Receive and process invoices for payment that are received in the City Clerk’s Office for services and products and enter data into computerized systems.

Verify the accuracy of and/or maintain records of confidential transactions such as payments, billings, deposits and reconciling purchasing card statements and enter data into computerized systems for the City Clerk’s Office.

Research and compile financial, administrative and related information; run and distribute monthly financial reports, assist with financial corrections, vendor setup, carryovers, adjustments to base and annual budget entry into computerized system.

5. Assist the City Manager’s Administrative Supervisor in providing administrative coverage, as assigned:

Represent the City Manager and City Clerk to community members who are making inquiries, expressing concerns, offering input, or registering complaints; respond to inquiries on behalf of the City Manager and provide appropriate follow-up

Provide assistance to the City Manager, including performing tasks that are highly confidential such as maintaining files on sensitive issues and undertaking special assignments/projects, and drafting of letters and other correspondence on the Clerk’s behalf.

Assist in managing the City Manager and Deputy’s calendar; schedules appointments, meetings and speaking engagements and any additional logistical preparation needed for these events.

6. Perform ongoing evaluation of office operations to ensure that administrative support functions are efficient, cost-effective and provide a high level of service to the public and/or city staff; identify and implement related recommendations.

7. Other:

Perform related duties as required to meet the needs of the city.

Take proper safety precautions to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Use all required safety equipment and follow all safety regulations, policies, and procedures. Report all accidents and damage to city property.

Responsible for knowing and complying with all city and department policies; participating in professional trainings and development; and adhering to attendance and workplace attire policies.

Generally, duties are listed from most to least critical or time-consuming.

KEY COMPETENCIES:

Customer Focus and Resolution – Dedicated to meeting customers’ needs through effective relationships and respect; researches customers’ needs and engages in creative thinking to develop service improvements or provide alternatives. Proactively identifies ways to improve services to both internal and external customers.

Problem Solving – Uses logic and reasoning to solve problems with effective solutions; can see hidden problems and looks beyond the obvious and doesn’t stop at the first answers. Can effectively partner with teammates to work towards shared solutions.

Learning on the Fly – Learns quickly and grasps the essence and underlying structure of the situation when dealing with new problems; open to change, analyzes both successes and failures for clues to improvement; enjoys the challenge of unfamiliar tasks.

Organizing – Can marshal resources and orchestrate multiple activities at once to accomplish goals; use resources effectively and efficiently; arranges information and files in a useful manner.

Dealing with Ambiguity – Can effectively manage change and pivot course comfortably. Is able to adjust own process and behaviors to achieve shared goals. Is open-minded to new ideas and methodologies and isn’t on edge when things are uncertain.

Comfort Around Higher Management – Is comfortable working with more senior managers; can determine the best way to accomplish results and anticipating needs.

ORGANIZATIONAL STRUCTURE:

(1) TITLE OFIMMEDIATE SUPERVISOR: Deputy City Clerk

(2) TITLE(S) OFPOSITIONS OVER WHICH THIS POSITION HAS DIRECT SUPERVISION: None

REQUIRED MINIMUM QUALIFICATIONS:

Associate degree, and a minimum of three years of progressively responsible administrative office experience or an equivalent combination of experience and/ or education. Demonstrated ability to work collaboratively in a team environment and to exercise independent good judgment and common sense effectively. Excellent written and verbal communication skills with the ability to communicate courteously and effectively with the public and all levels of city staff and to provide excellent customer service. Demonstrated strong interpersonal skills including tact, patience, and courtesy. Self-motivated, reliable and conscientious with the ability to adapt to constantly changing situations.

Ability to manage day-to-day tasks while taking on other responsibilities as needed. Demonstrated ability to deal compassionately, professionally, and effectively with people under difficult conditions, in writing, over the phone, and in person. Ability to understand and communicate complex emerging issues and overall city and community activities related to City of Boulder governance. Excellent organizational and math skills .

Strong experience with word processing, database and spreadsheet, publishing software, email and internet. Can pick up on technical things quickly and learn new skills. Ability to develop and maintain accurate filing systems. Demonstrated ability to work independently with minimal supervision; to prioritize and resolve problems; and detail-oriented with a high level of accuracy and ability to complete tasks while working under pressure in a fast-paced environment. Ability to work appropriately with confidential information. Demonstrated experience in project management. Proofreading and editing skills, including excellent grammar, punctuation, and spelling skills. Valid driver’s license. Have and maintain acceptable background information including criminal conviction record and motor vehicle record.

DESIRED QUALIFICATIONS – In addition to the required minimum qualifications:
Related financial, or administrative experience in a municipality or other type of local government, including prior experience in effectively interacting with elected officials and the press. Experience with maintaining websites. Financial auditing or accounting experience. Experience in Excel. Bilingual in English and Spanish.

WORKING CONDITIONS – Required Physical and Mental Effort and environmental conditions Physical and Mental Effort:

Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and/ or operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions

Work Environment: Works primarily in a clean, comfortable environment subject to continuous interruptions and background noises.

Machines and equipment used include. but are not limited to the following: Frequently uses standard office equipment including personal computers, telephones, calculators and copy/fax machines.

ACCOMMODATIONS:
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

The City of Boulder provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, national origin, disability, genetic information, age, or any other status protected under federal, state, and/or local law.

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