Administrative Assistant - Public Works

Job Details

Public Works Shop - Wheat Ridge, CO

Full Time

$54805.00 - $76736.00 Salary/year

Description

Wheat Ridge was founded during the 1859 Gold Rush as a rest stop for miners and later named for its golden wheat fields. As unsuccessful miners turned to farming, the area thrived with orchards, vegetable fields, and later, greenhouses, earning the title “Carnation City.” Incorporated in 1969, Wheat Ridge now offers a central location with easy access to Denver and the Rocky Mountains. It operates as a home-rule city with a council-manager government, where the elected council sets policy, and the manager oversees daily operations and budgeting.

CORE VALUES: The City of Wheat Ridge is committed to excellence and ACTION!:

Accountability: Employees take responsibility for their actions, decisions, and recommendations and are accountable to each other and the community

Change: Adapts to changing organizational needs, conditions, and work responsibilities.

Teamwork: Employees value teamwork as a collaborative effort, with each person contributing unique skills, knowledge, and training to achieve common goals.

Integrity: Employees uphold the highest ethical standards, recognize the importance of public and customer trust and adhere to the values of the organization.

Opportunity: Employees are empowered to grow professionally, develop best practices, and seek challenges to advance the City.

NOW!: Employees are proactive, timely, and efficient in responding to the needs of the organization and the community – NOW!

GENERAL PURPOSE: This position is the core of the Public Works CIP Team and keeps the team focused on the city's and the department's priorities and strategic plan of managing the City’s Public Works Capital and Maintenance Projects, Right of Way Permits, and Licensing. The position supports the Construction team by processing pay applications and tracking project budgets and reports directly to the CIP Manager. The position will also draft Requests for Proposals for certain services and capital project needs and participate in preparation of Council Communications for recommended contract award in order to promote a high quality of life for the residents and public of Wheat Ridge. The right candidate will need to be a self-starter, able to multi-task and stay up with a busy office, enjoy variety, be able to exercise foresight, be detail oriented, and have a good sense of humor with this incredible team of engineers and project managers.

RESPONSIBILITIES:

The following duties are illustrative only and are not intended to be all-inclusive:

Work with a variety of internal and external customers fielding and screening calls and emails and screening and following up on matters requiring correspondence or action.

Print off permits for approval, enter approved permits in ADG, take payments and schedule right-of-way inspections.

Compose correspondence, reports, forms, publications, newsletters, spreadsheets, agendas, notices for publication and affiliated documents, council action forms and supporting documentation, grant and award applications if applicable and other materials.

Collect, compile statistics, prepare summary reports, organize and prepare data for various agencies.

Provides administrative support to project managers in the construction management and contract administration of capital projects including pay estimates, progress reports and budget tracking

Maintains central repository of department or division files and records in accordance with official records retention policy.

review and provide department approval for associated required forms to ensure compliance

Creates and maintains master filing system(s).

Manage and document standard office procedures, implement efficiencies and cross train staff.

Ensures projects adhere to frameworks and all documentation is maintained appropriately for each project.

Assist in the preparation of the annual expense budget; prepare reports, monitor assigned budget(s), and ensure compliance with all purchasing procedures.

Maintain records for project and grant tracking; review and prepare accounts payable requests.

Maintain a ledger of expenditures/revenues by account, may prepare financial reports, statistical data, required forms, and supporting documentation as required.

May be required to plan, organize, and coordinate meetings for other department personnel; may plan and organize events related to department functions.

Organize and attend meetings and when necessary take notes of staff meetings.

JOB QUALIFICATIONS:

High school diploma, graduation from a trade school, or the equivalent, supplemented by college courses; OR

Minimum of four (4) years of responsible administrative office experience dealing with confidential material; preferred experience in the support of an administrative superior or Department Director; OR

Any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills and abilities.

Business English, grammar, punctuation

Type at a speed sufficient to accurately complete a reasonable heavy typing workload in a timely manner; taking and transcribing oral and/or machine dictation.

Exercise independent judgement and initiative and react resourcefully under deadline-oriented and multiple demanding conditions.

Possession of a valid and current Colorado driver’s license or ability to obtain within thirty (30) days from date of hire.

Must be able to regularly sit and occasionally lift and/or move up to 25 pounds.

Attention to detail and the ability to work independently. Establish and maintain cooperative working relationships with those contacted in the course of work, using sound discretion and political savvy when required.

Knowledge of city purchasing and procurement processes and procedures, including basic accounting principles

Superior time management skills essential

HOURS OF WORK, LOCATION, AND WORK ENVIRONMENT: This position is full-time. Work will primarily be completed Monday-Friday, with occasional evenings and weekends possible. Work will be completed at the Public Works Shop but will require occasional travel throughout the City of Wheat Ridge. Position may be eligible for telecommuting (2 days a week maximum) with supervisor approval and a suitable period of employment.

The hiring range for this position is $54,805-65,770

The City of Wheat Ridge is proud to be an Equal Opportunity Employer. We celebrate diversity and inclusivity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, marital status or any other applicable characteristics protected by law, unless related to a bona fide occupational qualification. The City of Wheat Ridge will consider reasonable accommodations for employment to qualified applicants upon request to the Human Resources Office.