Administrative Assistant II - Town Hall & Housing
Mountain Village, Town of (CO)
Mountain Village, CO, US
Job highlights
Qualification
High School Diploma or G.E.D and a minimum of three (3) years of previous administrative/secretarial and customer service experience, or an equivalent combination of education, training and experience; demonstrated use of various office equipment and computer skills in working with word processing, spreadsheet and email software. Valid Colorado State Driver’s License required. Knowledge of: Standard office practices and procedures; business arithmetic; appropriate business English, including spelling, grammar and punctuation; techniques for dealing with the public, in person and over the telephone; standard computer software applications; basic accounting principles; operations relative to area of assignment; cash handling methods; customer service standards and protocol. Skill in: Answering incoming calls and responding to inquiries from customers and the public; assessing and prioritizing multiple tasks, projects and demands; communicate effectively in verbal and written forms; establish and maintain effective working relations with co-workers and representatives from other agencies; make accurate arithmetic calculations; preparing correspondence, minutes, and reports; using initiative and independent judgment within established procedural guidelines; effectively communicating in written and verbal forms, in applying correct English usage, grammar, spelling and punctuation; preparing and writing reports, business correspondence; effectively presenting information and responding to questions from general public and employees. Frequent to constant use of a personal computer
Responsibility
Under general supervision of the Housing Director performs a wide variety of administrative duties of a highly responsible professional nature in a detail-oriented environment supporting the administrative functions of Town Hall and the Housing department. Is responsible for public service functions acting as receptionist for the front desk of Town Hall and provides administrative support for the housing department. Creates a welcoming and professional atmosphere by being approachable, friendly, proactive, optimistic, and supportive and is flexible to meet the needs of the public and organization. Manages front desk of Town Hall for all departments. Answers incoming phone calls, determines most appropriate respondent to questions and routes calls to appropriate departments. Takes messages for various departments. Greets visitors, vendors, merchants and employees providing customer service to all and provides factual information which may require the interpretation of policies and procedures; provides assistance or technical information of a specialized nature regarding departmental/Town policies, procedures and other program details to visitors, the general public and employees. Performs a variety of administrative support functions for a division or division managers, responds to inquiries requiring specific knowledge of division's operations, uses all forms of office equipment. Performs typing, filing, and copying activities for various departments. Collects, organizes, sorts, and delivers mail and packages. Assists with making travel and conference arrangements, and scheduling meetings and appointments for the Town manager’s office. Assists the Housing Director with the administration of all rental and for sale housing applications and compliance in Mountain Village. Assists the Housing Director with the administration and proof-reads all legal housing paperwork prior to recordation with the title company. Assists the Housing Director with monitoring and ensures compliance with recorded deed restrictions and efficiently and effectively implements compliance processes. Assists the Housing Director with ensuring accurate, updated and complete records of deed restricted units within the Town of Mountain Village are reported and maintained by the Housing Administrator. Assists the Housing Director with scheduling open houses, communications and lottery processes. Transfers data from paper format to computer files or databases using various office equipment for various departments (i.e., document scanning). Will sort and organize these files as instructed by the department manager. Prepares a variety of correspondence, legal documents, meeting minutes, reports, articles, newsletters technical specifications, and memoranda, where knowledge of format, correct English grammar and presentation is necessary; ensures that correspondence, contracts, agreements and all other documents are prepared accurately and in accordance with department standards; maintains departmental files, records and documentation as instructed. May track work orders, equipment inventory information, statistical data, and other departmental information as instructed. Generates, prepares, submits, and maintains a variety of reports for area of assignment. May order office supplies and/or departmental equipment; maintains supply inventories. Coordinates the maintenance and repair of office equipment. Maintains a clean and neat front desk and lobby area. Acts as a liaison, between Mountain Village and its residents and guests, subcontractors, vendors, and merchants giving direction and assistance as needed. Promotes and observes safe work methods and uses safety equipment; secures work sites as necessary; may attend safety committee meetings, actively participates in and may conduct tailgate trainings. Contributes to the efficiency and effectiveness of the department’s service to its customers by offering suggestions and directing or participating as an active member of the team. Actively works to progress the Town’s goal of zero waste and carbon neutrality by minimizing unnecessary consumption (of energy, water, paper, plastic, ink, etc.), seeking environmentally preferred products (e.g., reusable, recycled content, non-fossil fuel), and supporting environmental initiatives through participation, promotion, and accurate storytelling. Other duties as assigned. performs a full range of highly responsible Housing administrative duties and performs a greater difficulty and diversity of the Administrative tasks; may provide assistance with coordinating departmental work activities and/or training assigned personnel
Benefits
Job Description
Description
Job Title: Administrative Assistant II Town Hall & Housing FLSA: Non-Exempt Salary Grade: 13 (Min $27.91, Mid $32.80, Max $37.68) Deadline to apply is Sunday, November 10, 2024. Applications will be reviewed November 11-13, 2024. Interviews will be held on 11/20/2024, 11/22/2024 and 11/25/2024. NATURE OF WORK: Under general supervision of the Housing Director performs a wide variety of administrative duties of a highly responsible professional nature in a detail-oriented environment supporting the administrative functions of Town Hall and the Housing department. Is responsible for public service functions acting as receptionist for the front desk of Town Hall and provides administrative support for the housing department. Creates a welcoming and professional atmosphere by being approachable, friendly, proactive, optimistic, and supportive and is flexible to meet the needs of the public and organization.DUTIES AND RESPONSIBILITIES: • Manages front desk of Town Hall for all departments. Answers incoming phone calls, determines most appropriate respondent to questions and routes calls to appropriate departments. Takes messages for various departments. Greets visitors, vendors, merchants and employees providing customer service to all and provides factual information which may require the interpretation of policies and procedures; provides assistance or technical information of a specialized nature regarding departmental/Town policies, procedures and other program details to visitors, the general public and employees. • Performs a variety of administrative support functions for a division or division managers, responds to inquiries requiring specific knowledge of division's operations, uses all forms of office equipment. Performs typing, filing, and copying activities for various departments. • Collects, organizes, sorts, and delivers mail and packages. • Assists with making travel and conference arrangements, and scheduling meetings and appointments for the Town manager’s office. • Assists the Housing Director with the administration of all rental and for sale housing applications and compliance in Mountain Village. • Assists the Housing Director with the administration and proof-reads all legal housing paperwork prior to recordation with the title company. • Assists the Housing Director with monitoring and ensures compliance with recorded deed restrictions and efficiently and effectively implements compliance processes. • Assists the Housing Director with ensuring accurate, updated and complete records of deed restricted units within the Town of Mountain Village are reported and maintained by the Housing Administrator. • Assists the Housing Director with scheduling open houses, communications and lottery processes. • Transfers data from paper format to computer files or databases using various office equipment for various departments (i.e., document scanning). Will sort and organize these files as instructed by the department manager. • Prepares a variety of correspondence, legal documents, meeting minutes, reports, articles, newsletters technical specifications, and memoranda, where knowledge of format, correct English grammar and presentation is necessary; ensures that correspondence, contracts, agreements and all other documents are prepared accurately and in accordance with department standards; maintains departmental files, records and documentation as instructed. • May track work orders, equipment inventory information, statistical data, and other departmental information as instructed. • Generates, prepares, submits, and maintains a variety of reports for area of assignment. • May order office supplies and/or departmental equipment; maintains supply inventories. Coordinates the maintenance and repair of office equipment. Maintains a clean and neat front desk and lobby area. • Acts as a liaison, between Mountain Village and its residents and guests, subcontractors, vendors, and merchants giving direction and assistance as needed. • Promotes and observes safe work methods and uses safety equipment; secures work sites as necessary; may attend safety committee meetings, actively participates in and may conduct tailgate trainings • Contributes to the efficiency and effectiveness of the department’s service to its customers by offering suggestions and directing or participating as an active member of the team. • Actively works to progress the Town’s goal of zero waste and carbon neutrality by minimizing unnecessary consumption (of energy, water, paper, plastic, ink, etc.), seeking environmentally preferred products (e.g., reusable, recycled content, non-fossil fuel), and supporting environmental initiatives through participation, promotion, and accurate storytelling. • Other duties as assigned DISTINGUISHING CHARACTERISTICS: Admin Assistant II is distinguished from Admin Assistant I in that Admin Assistant II performs a full range of highly responsible Housing administrative duties and performs a greater difficulty and diversity of the Administrative tasks; may provide assistance with coordinating departmental work activities and/or training assigned personnel. This position is specific to Town Hall, Assistant Town Manager and Housing departments. MINIMUM QUALIFICATIONS: High School Diploma or G.E.D and a minimum of three (3) years of previous administrative/secretarial and customer service experience, or an equivalent combination of education, training and experience; demonstrated use of various office equipment and computer skills in working with word processing, spreadsheet and email software. Licenses/Certification(s): Valid Colorado State Driver’s License required. Notary Public is desired and is required to obtain within one year of hire date. KNOWLEDGE, SKILLS & ABILITIES REQUIRED: Knowledge of: Standard office practices and procedures; business arithmetic; appropriate business English, including spelling, grammar and punctuation; techniques for dealing with the public, in person and over the telephone; standard computer software applications; basic accounting principles; operations relative to area of assignment; cash handling methods; customer service standards and protocol. Skill in: Answering incoming calls and responding to inquiries from customers and the public; assessing and prioritizing multiple tasks, projects and demands; communicate effectively in verbal and written forms; establish and maintain effective working relations with co-workers and representatives from other agencies; make accurate arithmetic calculations; preparing correspondence, minutes, and reports; using initiative and independent judgment within established procedural guidelines; effectively communicating in written and verbal forms, in applying correct English usage, grammar, spelling and punctuation; preparing and writing reports, business correspondence; effectively presenting information and responding to questions from general public and employees. Environmental Factors: Work is performed in a standard office environment. Frequent to constant use of a personal computer. Work may involve competing demands, performing multiple tasks, working to deadlines Physical Factors: While performing the duties of this job, the employee is frequently required to sit for extended periods of time and may occasionally be required to lift and/or move items weighing up to 25 pounds. Expectations of All Employees: To support consistent high-quality guest service to everyone in our community, including our co-workers, making Mountain Village a great place to live, work and visit.