Office Assistant

Category
Public Works
Description
Job Title: Office Assistant-Public Works
Department: Public Works
Immediate Supervisor: Director of Public Works
Supervises: None
Pay Grade: NE5 $17.36-$23.46
Hiring Range: $17.36-$20.43- depending on experience
Status: Full-time
Classification: Non-exempt / eligible for overtime
Primary Place of Work: Public Works Building
Primary Responsibility:

• Performs a variety of office and clerical tasks in support of the Public Works Department/. Greets visitors and callers, provides information, direction and assistance. Types and composes correspondence, reports and other documents.

Duties:

• The duties listed below are representative of, but do not necessarily include, all the duties and responsibilities that an individual in this position may be called upon to perform.

General

• Answers telephone calls, provides information as necessary to residents and general public; screens telephone calls and based on content, handles independently or routes to proper source, transfers calls, takes messages and returns calls as necessary.
• Maintains accurate inventory and maintenance logs for vehicles and equipment and various other logs and journals.
• Purchases, processes purchase orders, vouchers and invoices including the justification of vendor statements; reviews month end reports of expenditure, reviews all budget line items for proper coding on invoices and budget reconciliation. Prepares, copies and forwards weekly vouchers of expenditures to the Finance Department.
• Greets visitors. Vendors, general public upon their arrival into the office. Determines their needs and provides the information or service to satisfy customer needs or directs them to the appropriate personnel.
• Types and frequently composes drafts including, but not limited to: letters, memoranda, monthly department reports, agendas, contracts and agreements. Checks for accuracy, completeness, corrects grammar and spelling. Attends and takes minutes at all staff and safety meetings.
• Assists in other departments as necessary.
• Assists Management in compiling information and submitting monthly reports.
• Acts as the Public Works office information resource and resolves minor problems independently.
• Collects appropriate fees, including fees for permitting and solid waste punch cards. Documents according to office procedures. Utilizes the cash register according to county guidelines. Balances cash register drawer per office policy, verifies and deposits funds with the Treasurer's Office and administers petty cash.
• Monitors Public Works radio transmissions and relays pertinent information to supervisors and/or appropriate staff.
• Assists the Director in the preparation and administration of the department budget including collecting, organizing, and researching budget material.
• Assists with employee hiring process.
• Organizes, maintains and updates the Department's filing system. Checks and files dailies and copies leave requests.
• Processes incoming and outgoing mail for all Public Works Divisions.
• Attends trainings, conferences and meetings as appropriate.

Ability to:

• Establish and maintain courteous and effective working relationships with employees, the public and other agencies.
• Work in a fast-paced and sometimes high stress environment.
• Organize work, set priorities, meet critical deadlines and follow up on assignments with minimal direction or supervision.
• Work efficiently and effectively as a team member within the department.
• Accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives, including effective written and oral communications in English, ability to keep patrons, subordinates, peers and supervisors informed, and the ability to listen.
• Exercise independent judgement.
• Understand and follow complex oral and written instructions.
• Maintain a high level of professionalism and confidentiality.
• Deal diplomatically with customers.
• High degree of ethics and integrity.
• Spanish bilingual skills desired, not required.

Position Requirements
Qualifications (Knowledge, Skills and Abilities)
Experience and Work Ethic

• Superior proficiency in the use of English for written and verbal communication skills in dealing with peers, subordinates and the public.
• Exceptional problem-solving and conflict resolution skills.
• Ability to exercise professional judgment and organization skills.
• Creativity and ability to remain flexible in a changing environment while meeting required deadlines.
• High degree of ethics and integrity.
• Spanish bilingual skills desired, not required.

Technology

• Computer literacy, including but not limited to Microsoft Word and Excel. A basic working knowledge of Microsoft PowerPoint preferred.
• Knowledge of basic accounting/bookkeeping and office skills.
• Must possess mathematical ability and be able to balance a cash register drawer, verify time cards and deposits and review reports for accuracy.

Civic Minded

• Must possess strong community interest, while understanding the County government organization, function, policy rules and regulations.
• Ability to work effectively both independently and as a team member.
• Ability to be innovative and creative in management of financial resources in an often changing and challenging environment.
• Attends and actively participates in meetings, while using good judgment when necessary.
• Ability to present professionally to large and small groups publicly, while representing the interests of the County.
• Ability to review and evaluate operating procedures and recommend improvements.
• Use of professional and personal discretion to protect the County from any actual and/or perceived appearances of impropriety.
• Applicate Federal, State and local laws, codes and regulations.

Personal Responsiveness

• Ability to establish and maintain effective working relationships with co-workers, elected and appointed officials, businesses, the general public and with the ability to communicate effectively.
• Self-directed and self-motivated in job-related tasks.
• Commitment that employment with the County is primary to all other forms of employment.
• Be punctual and prompt for work and meetings.
• Locate, organize, and retrieve department records and files in a timely fashion.

Education / Licensure

• High School diploma or equivalent.
• Two or more years of /clerical work experience is required. Government office experience preferred.
• Previous customer service experience required.
• Valid Colorado Driver's license (or the ability to receive one within 6-months of employment) with a safe driving record.
• Must possess FEMA IS100 and IS700a within six months of employment. (Training provided after hired)
• above.

Mental/Physical Demands:

• Perform a wide variety of physical tasks such as bending, stooping, standing, walking at an incline or on level surfaces.
• Lift and carry materials and custodial equipment weighing up to 50 pounds; in excess of 50 pounds with assistance.

The above statements are intended to describe the general nature and level of work. They are not intended to be an exhaustive list of requirements, duties and responsibilities. Gilpin County provides reasonable job-related accommodations for disabled persons. Must pass drug screen and pre-employment screening.
*Part-time and Temporary staff are ineligible for the following benefits; medical, dental, vision, 401A, Life Insurance, Short-term & Long-term Disability plans in additional to Long-term care. See the benefit details at the end of the job posting for part-time options.
Benefits for Full Time Employees:
Paid Holidays: Gilpin County provides 13 paid holidays per calendar year. An employee will be paid eight (8) hours per holiday.
Vacation: The first year of employment, (based on the anniversary of the hire date) full-time employees shall earn 3 hours of paid vacation leave bi-weekly. After that time, leave shall accrue as follows:
Two through five years - four (4) hours each bi-weekly pay period.
Six through ten years - six (6) hours each bi-weekly pay period.
Eleven years and more - eight (8) hours each bi-weekly pay period.
Full-Time employees are encouraged to take their earned vacation leave each year. At the end of the last pay period in December, each regular full-time employee's accrued vacation leave hours will be reduced to 208 hours and will be carried overed into the next calendar year.
Sick Leave: Full-Time employees shall accrue four (4) hours of sick leave each bi-weekly pay period. The maximum sick leave that may be accumulated by such an employee is 600 hours.
Personal Leave: Full time employees will receive 30 hours of personal leave per year. Personal time cannot be rolled over to the following year and will not be paid out. Personal time will be added to employees balance the first pay period of the new year. Employees hired throughout the year will receive personal time on a pro-rated basis, based on the quarter year that they are hired. Q1 30 hours, Q2 22.5 hours, Q3 15 hours, Q4 7.5 hours.
Medical Plans: Gilpin County offers two medical plans with Kaiser and United Health Care. Gilpin County offers a Health Reimbursement Account (HRA) for all employees to cover co-pays, deductibles, and other medical expenses. Employees are eligible for benefits the first of the month following 30 days of service. This HRA card will have $3,000.00 on it for an individual or $6,000.00 for a family. Both plans have a max out of pocket for $1,000 individual or $2,000 per family after the use of the HRA card.
United Health Care cost monthly:
Employee Only Employee and Spouse Employee and Child(ren) Employee and Family
$20.70 $43.45 $38.25 $59.98
Kaiser Permanente cost monthly:
Employee Only Employee and Spouse Employee and Child(ren) Employee and Family
$18.60 $39.08 $34.43 $53.98
Dental Plan: Gilpin County offers dental coverage through Delta Dental. Individual deductible at $50 and family deductible at $150. In network and at a PPO provider coverage for preventative and diagnostic services are covered 100%, basic services covered at 80%, major services at 50%, and ortho covered at 50% with a $2,000 max. The plan offers a "Right Start 4 Kids" plan that covers children up to their 13th birthday at 100% with no deductible. Annual max out of pocket for this plan is $2,000.
Delta Dental costs monthly:
Employee Only Employee and Spouse Employee and Child(ren) Employee and Family
$0.00 $14.00 $52.20 $70.20
Vision Plan: Gilpin County offers vision coverage through VSP. In network coverage includes copays at $10, $175 per pair of either one prescription eyeglasses or contacts yearly and discounts on Lasik.
VSP Vision costs monthly:
Employee Only Employee and Spouse Employee and Child(ren) Employee and Family
$0.00 $3.60 $3.80 $6.20
Retirement: Gilpin County offers a mandatory 401(A) plan as well as optional 457b or 457 Roth plans. You are immediately 100% vested day 1 into your retirement accounts. The mandatory 401a plan requires that you contribute 5% and Gilpin County will match 5% into your retirement account. The optional 457b plans may be started, stopped, and changed anytime during your employment
Life Insurance: Gilpin County provides at no cost to you a $50,000 life insurance policy for yourself. Supplemental employee coverage in increments of $10,000 with a max of $500,000. Supplemental spouse coverage in increments of $5,000 with a max of $150,000. Supplement child(ren) policy with a benefit amount of $20,000 per child. Guarantee issue amounts of $150,000 for employee, $30,000 for spouse without having to complete evidence of insurability valid during new hire enrollment.
Short-Term Disability: Short-term disability pays 60% of your earnings with a max of $1,000 per week for up to 11 weeks. Benefits begin on day 15 and your first two weeks you will have to cover with sick or vacation time.
Long-Term Disability: Long-term disability kicks in after 90 consecutive calendar days of a qualified disability. The plan will pay 60% of your earnings with a max of $5,000 monthly.
Long Term Care: In the event that you are injured and need to be treated at a care facility, Gilpin County provides coverage at no cost to you. The plan provides up to $2,000 per month, and up to 3 years in a facility. If you would like to add supplements coverage for a greater amount per month or a longer term, supplemental coverage is available for you to purchase.
Employee Assistance Program (EAP): EAP is provided through Triad for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!
Gilpin County Parks & Recreation Discount: You will receive 20% most services such as childcare, leagues, rentals, gym memberships, in house classes but does not include contract classes.
Benefits for Part Time and Temporary Employees:
Sick Leave: Leave accrues at the rate of 1 hours of sick leave per 30 hours worked to a maximum of 45 hours per year.
Retirement: As a part time or temporary employee you may participate in the optional 457b or 457 Roth plan. These plans may be started, stopped, and changed anytime during your employment.
Employee Assistance Program (EAP): EAP is provided th...