Executive Administrative Assistant (Community Services)

POSITION TITLE:Executive Administrative Assistant (Community Services) (Full-Time Regular) (Classified)
REQUISITION #: req7520
DEPARTMENT:Community Services Admin
LOCATION: 215 OFFICE BLDG
BENEFIT CATEGORY: Classified (Non-CBU)
EMPLOYMENT TYPE: Full-Time Regular
ANNUAL SALARY RANGE: $48,760.00 - 73,141.00 (Salaries are paid biweekly)
ANNUAL ANTICIPATED HIRING RANGE: $53,000.00 - 67,000.00 (Salaries are paid biweekly)
SELECTION PROCESS: Application deadline is 3:00 p.m. MT on 4/3/2024.
The City of Fort Collins is a bias-conscious employer. We ask that you please avoid the use of photos when submitting a resume and/or an application for employment. You will receive an email acknowledgment when you have successfully submitted an application. Your completed application will be forwarded to the hiring manager. You will be notified if you are selected for further testing or interviews. Please keep your contact information up-to-date. The status of your application will be updated in your applicant profile. Post-offer background check required.

Why Work For the City of Fort Collins?

• Medical, dental, vision (for self, spouse, children) – eligible on the 1st of the month following date of hire
• Paid vacation, paid holidays, sick leave, and additional one-time bank of 40 PTO hours for new, full-time, Classified and Unclassified Management hires
• Retirement + company contributions – after 6 month probation period and immediate vesting
• Flexible spending: Medical expenses FSA, dependent FSA or both
• Employee Assistance Program: counseling, legal, financial assistance
• Life insurance, short-term and long-term disability
• Wellness program, workout facilities
• Employee/family onsite health clinic
• Learning and development opportunities at all levels in the organization with opportunities for career mobility
• Collaborative work environment

Job Summary

The City of Fort Collins has an exciting opportunity for an experienced administravie assistant. This Executive Administrative Assistant (Community Services) is a fully salaried and benefitted position within the City of Fort Collins.
This position requires collaboration across 5 departments (Parks, Recreation, Natural Areas, Cultural Services and Financial Services) and provides direct support to the Community Services Director, and occasional support to the Recreation Director, Cultural Services Director, Marketing and Communications Manager, and the Financial Manager.
Key responsibilities include managing complex calendars, coordinating meetings and events, preparing detailed reports, and effectively communicating with internal and external stakeholders. Proficiency in office software, exceptional organizational abilities, and attention to detail are essential. The successful candidate should demonstrate discretion and professionalism in handling sensitive information. Knowledge of municipal operations or a related field is preferred but not mandatory. Special projects are common to create or improve systems supporting the Service Area and City Manager's Office needs and inquiries and requires significant self-starting and relationship building with other Administrative Teams to establish resources and connections necessary to accomplish the work.This role requires a proactive and adaptable individual who can thrive in a fast-paced environment while maintaining a high level of accuracy and efficiency.
This position is primarily in-person during the first year with an opportunity to add flexible and hybrid work locations. This is a fantastic opportunity for somebody who is detail oriented and wants to be a part of the daily operations of a municipality. Put your organization skills and experience with MS office products to good use in an exciting and long-term career!

Essential Duties and Responsibilities

The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all inclusive.

• Performs high level administrative and technical duties in support of City executive staff.
• Performs public relations and business functions necessary for the successful operation of the Service Area.
• Responds to internal and external customers regarding issues, policies or procedures.
• Performs research and initiates action in response to customer requests by referencing and interpreting policies, procedures, codes and regulations.
• Researches and compiles data to prepare statistical reports.
• Creates complex word processing and graphics documents.
• Ensures quality control by composing and editing reports and correspondence.
• Participates in management team meetings and provides administrative staff support.
• Acts as liaison for service area in various work groups, boards or committees; may provide clerical support for boards or commissions.
• May monitor or track budgets and other financial transactions; may perform accounting functions.
• Administers and prioritizes special projects and programs as needed.
• Schedules appointments, travel arrangements, meetings, retreats and conferences.
• Receives, processes or responds to Service Area Director's email, voicemail, and mail when appropriate.
• Develops and maintains filing system for correspondence and other records.
• Develops and maintains departmental personnel files; oversees processing of associated documentation/records.

Management Responsibilities

No

City Competencies

• Demonstrated cultural competence to effectively interact, work, and develop meaningful relationships with people of diverse identities, perspectives, and cultural backgrounds.
• Strong learning orientation. Leverages all resources and is creative in ways of learning for self to continue adapting to changing issues and trends.
• A desire and ability to understand the diverse needs of internal and external customers, and to create experiences and deliver services that exceed their expectations.
• A desire and ability to utilize digital tools for organizational information, individual, and teamwork.

Required Knowledge Skills and Abilities

• Advanced knowledge of office management systems and procedures.
• Ability to work with limited supervision and exercise independent judgement.
• Knowledge of principles of project management; ability to manage time, organize and prioritize work effectively.
• Ability to appropriately manage confidential or sensitive information.
• In depth knowledge of standard office software including word processing, database and spreadsheet applications.
• Ability to operate complex software for Desktop publishing and/or computer graphics.
• Knowledge of basic math and accounting.
• Ability to transcribe dictated documents accurately.
• Exceptional spelling, grammar, and editing skills.
• Excellent communications and public relations skills.
• Ability to develop and maintain effective working relationships with other City departments, employees, management, elected officials and the general public.
• Knowledge of principles of budget management.

Required Qualifications

Experience Requirements

• Five years of progressively responsible office management and customer service experience; or equivalent combination of education and experience.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. The City may consider an equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

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Executive Admin Assistant

The City of Fort Collins will make reasonable accommodations for access to City services, programs and activities and will make special communication arrangements for persons with disabilities. Please call (970) 221-6535 for assistance.
Notice Regarding Medical and/or Recreational Marijuana Use:
Because the possession and use of marijuana, whether for medical use or otherwise, constitutes a federal offense and because the City is a drug free workplace, the City will not accommodate the medical use of marijuana and enforces written policy prohibiting working for the City while marijuana is in the body. The fact that state law recognizes medical marijuana as a prescribed, or otherwise permitted, medication does not alter or otherwise change this policy.
The City of Fort Collins is an Equal Opportunity Employer. Applicants are considered for positions for which they have applied without regard to race, color, religion, creed, national origin or ancestry, sex, sexual orientation (including perceived sexual orientation), gender identity and expression, disability, age 40 years or older, pregnancy or related condition, genetic information, and, in certain specific circumstances, marriage to a coworker or any other status protected under federal, state, or local law.
BACKGROUND CHECK REQUIRED.
Note: Some information in your application may be public information under the Colorado Open Records Act.