administrative assistant Greenwood Village, CO
Job description
JOB TITLE: Administrative Assistant
DEPARTMENT: Cultural Arts
SUPERVISOR TITLE: Supervisory/Management Staff
SALARY RANGE: $18.21 - $29.23
This is a non-exempt/hourly position.
PURPOSE OF THIS POSITION:
The purpose of this customer service-oriented position is to meet the needs and requests of internal and external customers through the accurate and timely processing of information to ensure high quality department outcomes. The position performs a variety of highly responsible administrative, clerical, and financial duties in support of an assigned Village department; assists in planning, organizing, and coordinating support activities, operations, and functions related to the assigned office; and provides general information and assistance to staff and the general public.
As a municipal organization, Greenwood Village is a provider of emergency services. Some emergency situations, including weather related emergencies, may necessitate Greenwood Village employees to assist in areas of work which may not be directly related to the employees specific job function, but which will be within the physical capabilities, training, and skills of the employee.
ESSENTIAL FUNCTION STATEMENTS: The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The Village retains the right to modify or change the duties or essential and additional functions of the job at any time without notice.
Essential Functions:
A. Administrative/Clerical Duties
1. Provides assistance and information and responds to questions and inquiries from the general public; answers incoming telephone calls; serves as first point of contact for department at the Curtis Center for the Arts.
2. Assists with program registration, provides information about activities or exhibits.
3. Processes all recreation reimbursement requests; data inputs information; verifies receipts provided; responds to customer questions; ensures compliance with program guidelines.
4. Processes program registration forms and shelter/pavilion permits; provides information regarding availability and applicable fees; schedules facility reservations.
5. Receives registration and permit monies; issues receipts; balances and reconciles cash drawer.
6. Provides administrative and clerical support on the electronic program registration system for recreation and cultural arts; updates information; provides assistance to other departmental users.
7. Provides clerical support in a variety of meetings; prepares agendas and compiles materials.
8. Creates flyers, invitations, and applications for art exhibits, grand opening and other community events.
9. Assists with financial record keeping; processes invoice payments; tracks expenditures.
10. Provides support to the Parks, Trails and Recreation Commission and/or Arts and Humanities Council; coordinates posting meeting agendas; assists with packet preparation; may attend night meetings once per month; takes and transcribes meeting minutes.
11. Supports evening exhibit openings, lectures, or other departmental activities; assists in shopping for supplies in advance of meetings and functions; sets up and cleans up after events.
12. Updates mailing/email lists, manages mailings and email blasts.
B. Miscellaneous Duties
1. Provides back-up support to other administrative staff.
2. Performs related duties and responsibilities as required.
POSITION REQUIREMENTS:
Knowledge and Ability Requirements:
Knowledge of:
- Modern office procedures, methods, and equipment, including a computer and basic software.
- Methods and procedures of data entry. Basic accounting principles.
- Basic business letter writing and basic report preparation.
- Basic principles and procedures of filing and record keeping.
- English usage, spelling, grammar and punctuation.
Ability to:
- Learn and adhere to applicable departmental, local, State, and Federal rules, regulations, and laws.
- Perform mathematical calculations.
- Meet schedules and timelines. Maintain records and prepare computer-generated reports.
- Operate and use modern office equipment including a computer.
- Type at a speed necessary for successful job performance.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain cooperative working relationships with those contacted in the course of work.
- Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.
- Meet the physical requirements of the position including frequently sitting at computer for several hours; walking or standing for brief periods of time; talking to and hearing customers on telephone and in person; using hands to finger through files and control objects; reaching with hands and arms; and stooping, bending and kneeling.
Experience and Training Guidelines: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Four years of responsible administrative or clerical experience.
Training: Equivalent to the completion of the twelfth grade. Supplemental college level course work in business, accounting, bookkeeping, or a related field is desirable.
Equipment Utilized: Standard office equipment, including computers with a variety of software programs.
Contact with Others: Primary internal contact is with the professional, clerical and management staff. Primary external contact is with vendors, artists, instructors, other public agencies, and the general public.
Supervisory Requirements: Receives general supervision from the assigned department director or other management or supervisory staff.
The City of Greenwood Village is dedicated to the principles of the Equal Employment Opportunity Act and prohibits unlawful discrimination against applicants based on race, color, religion, sex, national origin, age over 40, physical or mental disability, veteran status, genetic information, sexual orientation or gender identity.
