Administrative Assistant III

Anticipated Salary Range: $23.70 - $27.26 Full Salary Range: $23.70 - $30.82 Benefits: This position is benefits eligible. Please view our benefits guide here. Why do I see two salary ranges? The City of Greeley in compliance with Colorado state law, includes a salary range for all positions posted. This law is intended to improve wage transparency. The City of Greeley, in support of wage transparency posts both the full salary range for each position (what you might anticipate your earnings could be if you work for the City of Greeley for some time), as well as the anticipated hiring range (the range within which the City anticipates making an offer). The actual offer extended will be based on your years of relevant experience, education, certifications and potentially other factors. City of Greeley's Total Rewards The City of Greeley is proud to offer a robust benefits package in addition to your wages. This package includes health and wellness, retirement savings, discounted access to Greeley facilities and more. Job Summary: The City of Greeley is seeking an Administrative Assistant III to join the City Attorney's Office. This position reports to the Executive Assistant and will provide in-person administrative support for the City Attorney's Office by performing a wide variety of legal, technical, and administrative tasks. The successful candidate will bring knowledge of administrative procedures. The Administrative Assistant III will perform administrative duties requiring the frequent use of initiative and judgment in handling sensitive and confidential matters. This position is currently only funded through the end of 2025. Position Duration: This is a limited-term position, currently funded through December 31, 2025, with the potential for extension based on future funding and performance. Experience, Knowledge, Skills: Minimum Requirements High school diploma or equivalent One (1) to three (3) years of increasingly responsible administrative support experience Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job may be considered Intermediate experience with computerized software applications including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Pro Preferred At least one (1) year of experience working in a law office, private practice, governmental agency, or court system preferred but not required Knowledge, Skills, and Abilities Knowledge and understanding of and compliance with ethical standards regarding roles and responsibilities of attorneys, paralegals, and legal assistants. Knowledge of the business and organizational structure of Colorado municipalities. Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal. Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.), Oracle, DocuSign, Legal Files, Adobe Pro, and, and the ability to learn and experiment with new software and systems. Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others. Knowledge of the electronic file management program and the ability to effectively utilize it to manage files and maintain contact information. Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly. Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate, and facilitate meetings, and make decisions. Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness. Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments. Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results. Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed. Ability to self-start and take initiative in completing daily tasks and special projects. Ability to focus on activities that have the greatest impact on meeting work commitments. Ability to establish and maintain partnerships with a variety of internal and external constituencies. Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages Ability to navigate a complex political environment. Proofreading, grammar, punctuation, and formatting skills, including the ability maintain consistency and be cognizant of and address details. Research skills, including the ability to utilize a variety of tools to ask questions, gather information, and review, analyze, and interpret data. Ability to interpret and apply complex rules and regulations. Ability to handle and maintain sensitive and confidential material. Ability to maintain accurate and detailed records and record-keeping systems. Analytical and problem-solving skills, including the ability to examine and summarize data and trends in order to resolve issues and produce results. Customer service skills, including the ability to actively listen, address customer needs, diffuse tense situations, and maintain an open, flexible, and friendly demeanor. Ability to deliver a high level of commitment to customer service. Ability to respond to requests in a timely manner. Ability to multi-task effectively in a fast-paced environment. Ability to present oneself professionally in appearance, demeanor, and effort. Knowledge of contractual concepts, terms, and conditions. Ability to follow and uphold ethical guidelines, standards, and integrity and adhere to core character values of trustworthiness, respect, responsibility, fairness, caring, and good citizenship. Essential Functions: Proofreads material for accuracy, completeness, grammar, and punctuation. Edits and finalizes documents for review. Prepares routine reports or correspondence. Greets visitors to the City Attorney's office. Manages contracts by ensuring all contracts are up to date with City clients and City Attorney's Office. Performs administrative tasks such as making travel arrangements, managing, and purchasing office supplies, and scheduling appointments. Assists with financial transactions, including processing invoices and managing purchasing card transactions. Assists paralegals and attorneys with case management system (Legal Files). Assists with electronic file maintenance; creates and manages paper and electronic files. Including: scans document and saves them in the appropriate matter, renames documents according to standard naming conventions, calendars all deadlines/hearings for various types of cases; inputs and updates name cards, opens and closes files. Sets up matters in case management system, uploads all documentation provided, and routes to appropriate attorney or paralegal. Communicates effectively, both oral and written, with individuals in various roles, including City staff members, members of the legal community, and citizens. Solves problems and makes decisions where work tasks are not completely defined by comprehensive procedures, with or without clear variations of precedent or alternatives, and defined solutions that should be considered. Latitude is expected to consider the most appropriate procedure or precedent to follow. Responds to questions and comments from managers, clients, and the general public in a courteous and timely manner. Other duties as assigned. Supervisory Responsibilities NA Work Environment and Physical Requirements: Employee is subject to working alone, with groups, and/or attending meetings. May be required to conduct business in alternate locations within City buildings or field sites, sometimes in formal settings. May be required to work extended hours in the evening, holidays, or weekends. Frequent interruptions and be required to manage competing priorities with inflexible deadlines. Frequent participation in meetings. Frequent contact occurs with employees and the public, in person and on the telephone. Frequently is required to sit and talk or hear customers. Ability to manage competing priorities with frequent interruptions and an expected high level of accuracy in work is expected. Work is safe to having minimal hazards that are typically found in a general office environment where there is rarely little or no exposure to injury or accident. Physical Requirements: Ability to sit, use hands to finger, handle, or feel, reach with hands and arms, and talk or hear. Employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data/figures; transcribing; viewing a computer terminal; extensive reading of printed materials; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devicesgraphs and gauges; and/or assembly or fabrication of parts at distances close to the eyes. Employee is required to have visual acuity for close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Employee is required to have visual acuity to perform an activity such as: operating machinery where the seeing job is at or within arm's reach and to operate motor vehicles or heavy equipment. Employee is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of facilities or structures for inspection purposes. Moderate to considerable physical effort that includes working from ladders in awkward positions, frequent use of light or medium weight objects (e.g., 30 lbs) and use of medium weight tools; walking on uneven ground or having to climb, balance, stoop, kneel, crouch, crawl, and reach while performing duties; entering/exiting manholes or vaults; walking near or across rivers and ditches; working in all weather conditions at times of excessive temperatures of heat and extreme cold, working in or near moving traffic with appropriate traffic control set up; The essential functions of this job require frequent balancing, bending/stooping, carrying/lifting light to heavy objects, climbing, fingering, grasping, repetitive motion, hearing, sitting, standing, talking, and walking. Occasionally the employee will be required to pull, push, reach, feel temperature, and kneel. EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. ADA Statement: We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: HRGreeleygov.com . Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE.