Administrative Assistant Job at Town of Granby in Granby

Salary: starts at $21 DOE

General Purpose

The Administrative Assistant works as the front desk receptionist, and in the public’s view, is the face of the Town of Granby.   This role supports the overall administrative work for the Town, reports to the Assistant Town Manager, and provides administrative assistance for the Town Manager. This position will be part time, working 16 – 24 hours per week.

Essential Duties/Responsibilities

• PUBLIC CONTACT:   Greets and interacts with citizens in person, on the phone, and through email while maintaining a professional and courteous demeanor.   Discerns the nature of the visit and either assists or directs them to the appropriate individual for further support.  Comfortable responding to billing questions related to various Town services.
• CASH RECEIPTING/CREDIT CARD PAYMENTS:   Appropriately receives, documents, and processes payments pursuant to cash receipting policy and internal control procedures.  Cash handling and reconciliation are critical skills.
• INVENTORY, ORDERING AND ORGANIZING:   Responsible for inventorying Town Hall supplies, identifying any office needs, and ordering items pursuant to purchasing policies.   Maintains organization of office and Town Hall building supplies and codes each purchase appropriately.  Keeps track of supplies and materials distributed to other departments and to vendors.
• ADMINISTRATIVE SUPPORT/GENERAL OFFICE SUPPORT:  Provides capacity to the Finance Department, Town Manager, and other staff as needed on tasks such as filing, scanning documents, data entry, organization of materials, and other support tasks.    Folds, stuffs, and posts utility bills quarterly and daily, picks up mail daily from Post Office which is date stamped and delivered to appropriate staff.  Responsible for securely unlocking and locking Granby Town Hall, raisings and lowering flags when required to do so, and assisting with physical activities such as kitchen maintenance, snow shoveling, or distributing snow melt to insure a safe environment for the staff, board, and citizens.

Job Qualifications

Knowledge, Skills, and Ability:

• Ability to use Microsoft Office applications and accounting and payment software 
• Basic accounting/bookkeeping skills
• Adherence to personnel policies, rules, and regulations
• Maintains a high level of ethics and integrity
• Ability to protect highly confidential information
• Ability to defuse volatile situations and citizens
• Ability to work without supervision and in cooperation with a team
• Knowledge of the Town of Granby facilities and associated community resources

Education or Formal Training and/or Experience:

• Possession of or ability to obtain an appropriate, valid Colorado driver’s license
• Strong computer skills (software programs including word processing, spreadsheets, presentations, transcription, internet browsers and search engines)

Working Environment and Physical Activities:

• Ability to sit or stand continuously at a computer terminal or receptionist station for periods of two hours or more
• Ability to operate standard office equipment including copier, computer, fax machine, mailing machine, calculator etc
• Ability to reach into file drawers in standard four-drawer filing cabinets
• Hearing ability sufficient to hold a conversation with other individuals in both person and over a telephone
• Speaking ability sufficient to communicate effectively with other individuals in person or over a telephone

Other Duties/Responsibilities

• Notary Public (can be trained)
• Ability to proofread documents
• Ability to cross train as needed
• Any other duties as needed or assigned

 

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.