Administrative Assistant

Under the direction of a division or department head or manager, performs specialized and responsible clerical and administrative work. Work is varied and unpredictable. Handles operational and administrative details, and works with considerable independence within the scope of established policies and procedures.

The below list is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.

• Handles full range of clerical and administrative details, including research, spreadsheets, data manipulation, preparation of complex documents and database administration.
• Schedules and coordinates meetings and conferences.
• Issues permits, licenses, and other official certifications upon approval of supervisor or performs other specialized functions unique to departmental assignment. Examples may include, but not be limited to:
  • Managing work order functions
  • Managing court clerical functions
  • Parking-related permits
• Prepares and maintains departmental records and reports for meetings, notices, agendas, and other matters.
• Maintains office supplies and ensures departmental needs are met.
• Maintains Town or departmental website, updating documents, organizing content and ensuring accuracy of information.
• May serve as a notary public and receptionist for a work group or department. Normally is the first point of contact for the public.
• May attend staff, committee or Board meetings and assist in agenda preparation, attend, and prepare minutes of staff or committee meetings.
• If assigned as Municipal Court Clerk, assist the Municipal Court Judge as it relates to Municipal Court, including establishing court docket, scheduling trials, cash handling/coordination of fees, maintaining court records, coordination of summons, issuing bench warrants, tracking of summary of judgements/traffic violations, complete annual report, and other duties identified by the judge.

• tay current on the Colorado Rules of Procedure of Municipal Courts, the Model Traffic Code and Colorado State Statutes regarding municipal court procedures, Town Municipal Code and the Estes Valley Development Code.
• Performs other duties as required or assigned.

• High school diploma or equivalent (GED).
• Some post-secondary education or training in a related field.
• Level I:
  Minimum two (2) years of clerical, administrative or secretarial experience in a professional office setting.

• May be required to be a Notary Public depending on assignment.

None

None

None To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Thorough knowledge of modern office practices and procedures.
• Proficiency in the use of standard desktop productivity software such as word processors, spreadsheets, databases, presentations, and report writers.
• Thorough knowledge of grammar, spelling and punctuation.
• Considerable knowledge of departmental and organizational activities.
• Working knowledge of bookkeeping and accounting methods as required by the position.
• Ability to exercise initiative and independent judgement and to react resourcefully under varying conditions.
• Ability to maintain high level of confidentiality, be tactful and use sound judgement.
• Ability to communicate effectively, both verbally and in writing, and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with employees, customers and the general public.
• Ability to work in direct customer service capacity; make sound judgements and deliver negative information in a constructive manner; resolve disagreements, think quickly, manage sensitive situations with tact and diplomacy and maintain self-control when dealing with customers in stressful situations.
• Ability to provide technical advice on codes and the underlying rational for codes, conveying, both verbally and in writing.
• Ability to manage projects effectively and meet firm deadlines.
• Ability to provide excellent customer service to internal and external stakeholders.

Reports to:

Town Clerk

Pay Grade:
Technical and Professional 140

Exempt:
No