City of Louisville
Administrative Assistant for Public Works - Level II or III (Senior)
City of Louisville, Colorado Springs, Colorado, United States, 80509
Salary :
$53,518.40 - $69,555.20 Annually
Location :
CO 80027, CO
Job Type:
Regular Tier 1
Job Number:
2400107
Department:
Public Works
Division:
Utility
Opening Date:
10/30/2024
Overview
The City of Louisville seeks a detail-oriented, customer service-driven individual as an
Administrative Assistant for the Public Works Department .
Under the direction of the Deputy Director of Utilities, this position performs responsible and complex clerical support while assisting in carrying out the administrative duties and activities of the department. The incumbent is responsible for all administrative work for the department; and will work with considerable independence within the scope of established policies and procedures. The position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. Work is performed at the City Hall, Water Treatment, and Wastewater Treatment facilities, providing support to the engineering, water and wastewater treatment, environmental compliance, and operations functions. Assignments are complex and are carried out in accordance with general work instructions and knowledge of the principles, practices, and techniques of office management. Performs other work as required.
Hiring Range depends upon experience, customer service skills, and depth of knowledge of Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
Hiring Range dependent on experience:Administrative Assistant II: $23.39 - $30.40; Annual $48,651.20 to $63,232.00Administrative Assistant III (Senior): $25.73 to $33.44; Annual $53,518.40 - $69,555.20Examples of Duties
Greets and directs visitors and answers telephones; receives and provides assistance for inquiries or refers callers to the appropriate person as necessary; routes communications and messages for department personnel.Assists the Deputy Director of Utilities of routine details; handles phone calls and inquiries from citizens regarding information and specific problems; handles, drafts, and processes all routine correspondence, letters, and memos.Opens, records, and distributes all Division mail.Receives work requests from all City personnel, issues work orders to appropriate supervisors, monitors for completion, records completion data, maintains work order files, and enters data into the Lucity work order system.Maintain employee schedules, appointments, and vacation calendars, schedule meetings and activities for department or division staff.Handles difficult and/or technical correspondence including contracts and legal documents; maintains accurate records, reports, financial reports, statistical reports, and files.Assists with the preparation of divisional or departmental budget information.Coordinates reimbursements with the Finance departmentAllocates the coding for purchasing card statementsResponsible for timely invoice processing, submitting check requests, and purchase requisition requests.Updates division policies and procedures in accordance with division supervisors.Files and retrieves information as needed; prepares photocopies of various documents as required.Ensures that all office machines are fully functional and serviced regularly, solves routine problems, and answers staff questions.Provides back-up support to other Public Works Administrative Assistants/ support staff as necessary.Orders office and janitorial supplies.Responsible for electronic filing and maintaining filing systems.Performs other duties as assigned.General Qualifications
Administrative Assistant II:
Completion of a high school diploma or equivalentExperience in administrative processes, data entry, and processing techniques, using Microsoft Office Suite and other software specific to the division.Three years of technical clerical experience; or any equivalent combination of acceptable education, training, and experience
Administrative Assistant III (Senior):
Completion of a high school diploma or equivalentDepth of extensive experience in administrative processes, data entry, and processing techniques, using Microsoft Office Suite and other software specific to the divisionFive years of technical clerical experience; or any equivalent combination of acceptable education, training, and experiencePrefer experience working for a municipality or local government.
Knowledge, Skills and Abilities:
Knowledge of office practices and procedures.Skill in the use of a personal computer using Microsoft Office and various other application programs.Skill in dealing effectively and courteously, especially during conflict situations, with the public, other departments, other public and private agencies, and fellow employees.Ability to be proactive and to exercise independent judgment and sensitivity on complex administrative, technical, and clerical tasks.Ability to operate office equipment such as personal computers, copier, scanner, fax, and calculator.Ability to follow complex written and oral directionsKnowledge of business English, spelling, punctuation, and mathematics.Ability to research project status and prepare reports of findings.Ability to compose effective and accurate letters, memoranda, and reports.Ability to deal with non/routine matters without assistance from the supervisor.Ability to exercise initiative, prioritize needs, and make sound independent judgments.
Additional Information
Physical Requirements:While performing the duties of this job, the employee is regularly required to sit; use hands, fingers, handle, or feel objects, tools, or controls; and read, speak, and hear. The employee is occasionally required to walk and reach with hands and arms. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to hear and decipher oral communication.
Work Environment:The work is performed indoors in a controlled office environment. The noise level in the work environment is usually low to moderate.
Equal Opportunity:The City of Louisville offers Equal Opportunity for employment and advancement to all qualified applicants and employees. It is the city's policy not to discriminate on the basis of race, religion, creed, sex, age, national origin, ancestry, or disability unless related to a bona fide occupation qualification. This policy applies to all aspects of employment and the provision of the municipal services. The Human Resources Manager has been designated as the compliance coordinator for persons with disability seeking employment and will provide reasonable accommodations for testing and employment to qualified applicants.
A brochure of offered
Please contact City of Louisville office with any questions.
01
How many years of experience do you have working as an Administrative Assistant?
02
Do you have any experience working within local government in the Public Works area? Or a similar environment such as engineering, construction or utilities. Please briefly explain.
03
Please rate your proficiency using Microsoft Excel. (Pre-employment testing will be required)
BeginnerIntermediateAdvancedNo experience
04
Where would you rate your experience using Microsoft Word? (Pre-employment testing will be required)
BeginnerIntermediateAdvancedNo experience
05
Do you have any experience with A/P? Paying and tracking invoices for a department?
06
Why would you like to work at the City of Louisville?
Required Question
$53,518.40 - $69,555.20 Annually
Location :
CO 80027, CO
Job Type:
Regular Tier 1
Job Number:
2400107
Department:
Public Works
Division:
Utility
Opening Date:
10/30/2024
Overview
The City of Louisville seeks a detail-oriented, customer service-driven individual as an
Administrative Assistant for the Public Works Department .
Under the direction of the Deputy Director of Utilities, this position performs responsible and complex clerical support while assisting in carrying out the administrative duties and activities of the department. The incumbent is responsible for all administrative work for the department; and will work with considerable independence within the scope of established policies and procedures. The position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. Work is performed at the City Hall, Water Treatment, and Wastewater Treatment facilities, providing support to the engineering, water and wastewater treatment, environmental compliance, and operations functions. Assignments are complex and are carried out in accordance with general work instructions and knowledge of the principles, practices, and techniques of office management. Performs other work as required.
Hiring Range depends upon experience, customer service skills, and depth of knowledge of Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
Hiring Range dependent on experience:Administrative Assistant II: $23.39 - $30.40; Annual $48,651.20 to $63,232.00Administrative Assistant III (Senior): $25.73 to $33.44; Annual $53,518.40 - $69,555.20Examples of Duties
Greets and directs visitors and answers telephones; receives and provides assistance for inquiries or refers callers to the appropriate person as necessary; routes communications and messages for department personnel.Assists the Deputy Director of Utilities of routine details; handles phone calls and inquiries from citizens regarding information and specific problems; handles, drafts, and processes all routine correspondence, letters, and memos.Opens, records, and distributes all Division mail.Receives work requests from all City personnel, issues work orders to appropriate supervisors, monitors for completion, records completion data, maintains work order files, and enters data into the Lucity work order system.Maintain employee schedules, appointments, and vacation calendars, schedule meetings and activities for department or division staff.Handles difficult and/or technical correspondence including contracts and legal documents; maintains accurate records, reports, financial reports, statistical reports, and files.Assists with the preparation of divisional or departmental budget information.Coordinates reimbursements with the Finance departmentAllocates the coding for purchasing card statementsResponsible for timely invoice processing, submitting check requests, and purchase requisition requests.Updates division policies and procedures in accordance with division supervisors.Files and retrieves information as needed; prepares photocopies of various documents as required.Ensures that all office machines are fully functional and serviced regularly, solves routine problems, and answers staff questions.Provides back-up support to other Public Works Administrative Assistants/ support staff as necessary.Orders office and janitorial supplies.Responsible for electronic filing and maintaining filing systems.Performs other duties as assigned.General Qualifications
Administrative Assistant II:
Completion of a high school diploma or equivalentExperience in administrative processes, data entry, and processing techniques, using Microsoft Office Suite and other software specific to the division.Three years of technical clerical experience; or any equivalent combination of acceptable education, training, and experience
Administrative Assistant III (Senior):
Completion of a high school diploma or equivalentDepth of extensive experience in administrative processes, data entry, and processing techniques, using Microsoft Office Suite and other software specific to the divisionFive years of technical clerical experience; or any equivalent combination of acceptable education, training, and experiencePrefer experience working for a municipality or local government.
Knowledge, Skills and Abilities:
Knowledge of office practices and procedures.Skill in the use of a personal computer using Microsoft Office and various other application programs.Skill in dealing effectively and courteously, especially during conflict situations, with the public, other departments, other public and private agencies, and fellow employees.Ability to be proactive and to exercise independent judgment and sensitivity on complex administrative, technical, and clerical tasks.Ability to operate office equipment such as personal computers, copier, scanner, fax, and calculator.Ability to follow complex written and oral directionsKnowledge of business English, spelling, punctuation, and mathematics.Ability to research project status and prepare reports of findings.Ability to compose effective and accurate letters, memoranda, and reports.Ability to deal with non/routine matters without assistance from the supervisor.Ability to exercise initiative, prioritize needs, and make sound independent judgments.
Additional Information
Physical Requirements:While performing the duties of this job, the employee is regularly required to sit; use hands, fingers, handle, or feel objects, tools, or controls; and read, speak, and hear. The employee is occasionally required to walk and reach with hands and arms. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to hear and decipher oral communication.
Work Environment:The work is performed indoors in a controlled office environment. The noise level in the work environment is usually low to moderate.
Equal Opportunity:The City of Louisville offers Equal Opportunity for employment and advancement to all qualified applicants and employees. It is the city's policy not to discriminate on the basis of race, religion, creed, sex, age, national origin, ancestry, or disability unless related to a bona fide occupation qualification. This policy applies to all aspects of employment and the provision of the municipal services. The Human Resources Manager has been designated as the compliance coordinator for persons with disability seeking employment and will provide reasonable accommodations for testing and employment to qualified applicants.
A brochure of offered
Please contact City of Louisville office with any questions.
01
How many years of experience do you have working as an Administrative Assistant?
02
Do you have any experience working within local government in the Public Works area? Or a similar environment such as engineering, construction or utilities. Please briefly explain.
03
Please rate your proficiency using Microsoft Excel. (Pre-employment testing will be required)
BeginnerIntermediateAdvancedNo experience
04
Where would you rate your experience using Microsoft Word? (Pre-employment testing will be required)
BeginnerIntermediateAdvancedNo experience
05
Do you have any experience with A/P? Paying and tracking invoices for a department?
06
Why would you like to work at the City of Louisville?
Required Question