executive assistant - Aspen, CO, United States - City of Aspen

Description

*Up to $3,000 Sign On Bonus May Be Available*

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The application must be filled out completely; stating see resume anywhere in the application, is not an acceptable substitute for a completed application.

Enjoy Industry Leading Benefits:

• Generous paid vacation and extended sick leave, and holidays.
• Free and discounted transportation options to get around Aspen and the Valley.
• Professional development and learning opportunities, including a tuition reimbursement program.
• Health and wellbeing options that include Medical, Dental, Vision, robust and accessible employee assistance program, and nationally recognized wellbeing platform.
• Monetary bonuses for healthy lifestyle choices and to use towards other personal needs.
• Plan for your future with competitive employer contributions to a 401a retirement plans and Social Security, in addition to an individual 457b retirement plan and Roth IRA option. Have peace of mind with life and disability insurance.

The City of Aspen is an Equal Opportunity Employer

Job Title: Executive Assistant
Department: City Manager
Classification: Non-Exempt

Hiring Range: $29.08/hour - $32.72/hour
Salary Range: $29.08/hour - $43.62/hour

Position Summary: Performs a wide variety of critical communications, complex administrative and office support duties for the City Manager, Office staff, and City Council consistent with the organization's values and mission statement. This position offers support to the City Manager's office including the Communications and Strategy and Innovation Offices.
Supervision Exercised and Received: Position works under the general direction of the Senior Project Manager, with support from the City Manager.

Essential Job Functions:
City Management Support

• Assists with administrative support duties of an advanced, complex, confidential, and sensitive nature while exercising professional judgment and discretion. Acts as a liaison between the City Manager and the public or other employees. Conducts research, responds to requests from the public, and refers concerns from officials, customers, and the public to appropriate staff; monitors and responds to a customer service platform such as A311 requests as appropriate.

• Maintains the City Manager's meeting calendar, departmental calendars, and Council calendars; coordinates, arranges, and confirms meetings; arranges/performs meeting setup; attends meetings, takes notes, and transcribes minutes and summaries as requested. Represents the department at meetings. Receives and screens visitors and telephone calls. Provides information and handles sensitive issues using sound independent judgment. Schedules and/or coordinates special meetings, seminars, conferences, and training sessions. Maintains department and agency contacts and mailing lists.

• Prepares travel and training requests; makes and confirms travel and other arrangements for business lunches and conferences; types itineraries; and compiles expense reports.

• Informs supervisor(s) of significant items requiring supervisory review or action; obtains information from staff members, relays assignments, calls attention to deadlines, and obtains progress reports; and maintains frequent contacts for City Manager with other departments and agencies.

• Provides logistical support in coordination numerous City-sponsored functions and events including staff and council retreats, department employee appreciation events, and occasional small public relations events.
Office Administration

• Attends to a variety of office administrative details; establishes and maintains confidential and/or specialized file systems; keeps reference documents up to date; and oversees storage of official records; ensures department compliance with records management requirements.

• Performs a complex central administrative support function on a regular basis; assists in contract administration and monitors performance of contractors and vendors to ensure contract compliance.

• Establishes, analyzes, revises, and recommends administrative and office practices, procedures, systems, and workflow processes; analyzes existing methods and recommends improvements to practices and procedures, and coordinates department/division functions; and develops and maintains operating/procedure manuals and administrative directives.

• Prepares technical worksheets, tables, and computations; establishes and maintains electronic information to track pending projects, goals, outcomes, and status of citizen inquiries.

• Administers the Department's website and provides updates/revisions to enhance its effectiveness.

• Arranges or provides quarterly safety training for the department.

• Composes correspondence with a high degree of initiative and judgement when communicating with the public, contractors, other city departments, and other public agencies or community partners and prepares paperwork in appropriate format for review and approval.

Finance and Budget

• Assists in preparing and monitoring the budget for Mayor and Council, and Manager's Office, including reviewing monthly expenditure reports for abnormalities.

• Processes purchase orders and invoices for the Manager's Office.

• Reconciles purchasing cards for the senior staff.

City Organizational Values

• Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization. This position is responsible for upholding and applying these values while performing daily work functions.
Other duties as assigned.

Core Competencies: Displays the following key competencies in the overall job performance to include knowledge, skills, and abilities:

• Service: Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments.

• Partnership: Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together.

• Stewardship: Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all.

• Innovation: Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen's unique culture, opportunities, and challenges.

• Communication: Knowledge of effective and appropriate communication. Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication.

• Interpersonal: Works to develop strength in interpersonal skills. Has the ability to work well with diverse groups of people, both inside and outside the organization.

• Technology: Demonstrates technology skills sufficient for the nature and level of position. Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation.

• Public Sector Administration: Knowledge of principles and practices of administrative support services in the public sector including methods and techniques used in financial administration, personnel administration, purchasing, project management, and contracting.

• Budget Preparation: Knowledge of procedures and techniques of budget preparation and accounting, and the ability to implement and maintain standard filing and accounting systems.

• File Management: Ability to organize, research, implement, and maintain complex and confidential office files.

• Time Management: Works independently, prioritizes time and work assignments effectively.

Minimum Requirements:
Education: High School Diploma or GED equivalent.
Experience: Three years of professional level experience in mid-to- senior complexity office administration or project management.
Technical Knowledge: Must be proficient with Microsoft Word, Excel, PowerPoint, and Outlook (Email). Must have a basic understanding of computers and online computer-based technology applications, which includes accessing web-based platforms, including software such as Oracle, Laserfiche, DocuSign, etc.
Licenses & Certifications: Must possess a valid Colorado Driver's License or be able to obtain one within 30 days of start date. Must obtain Incident Command System ICS 100 &200 and National Incident Management System 700 & 800 within six months of start date.
NOTE: Any combination of experience and education that would likely provide the required abilities, knowledge, and skills as determined by the City of Aspen may be substituted for the requirements above.
NOTE: This position requires a Criminal Background Check upon hire. Employment is contingent upon successful completion of a Criminal Background Check.
Position Type and Work Hours:

• Regular full time, hours may vary with workload. Position is on-site at City Hall, 8 hours per day,
Monday-Friday.

• Evenings/Weekends may be required in addition to or instead of normal work hours for special trainings or meetings.
Work Environment:

• Indoors: Office environment.

• Outdoors/Off-Site: Site visits to parks, housing facilities; meetings and trainings in various city facilities.
Physical Demands:
Visual Acuity: Ability to bring objects into focus.
Balancing: Maintaining equilibrium.
Bending: Bending or position oneself to move an object from one level to another.
Carrying: transporting or moving an object.
Crouching: Bending body downward and forward by bending leg and spine.
Climbing: Ascending or descending stationary objects.
Eye/Hand/Foot Coordination: Performing work through using two or more body parts or other devices.
Gripping/Grasping: Ability to apply pressure with fingers and palm.
Handling: Seizing, holding, grasping, through use of hands, fingers, or other means.
Hearing: Perceiving and comprehending the nature and direction of sounds.
Kneeling: Bending legs at knees to come to rest on knee or knees
Lifting: Moving objects weighing no more than 50 pounds from one level to another.
Pushing/Pulling: Ability to use upper extremities to exert force in order to press, draw, drag or haul objects in a sustained motion.
Reaching: Extending the hands and arms or other device in any direction.
Repetitive motions: Making frequent or continuous movements.
Sitting: Remaining in a stationary position.
Standing: Ability to sustain position for a period of time.
Stooping: Bending body downward and forward by bending spine at the waist.
Talking: Communicating ideas or exchanging information.
Walking: Ability to move to traverse from one location to another.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.