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Administrative Assistant

Company: City of Aspen
Location: Aspen
Posted on: June 24, 2022

Job Description:

Job Title: Administrative Technician II Department: Utilities Classification: Non-ExemptPosition Summary: Performs administrative, technical, and clerical duties in support of the Utilities Department, consistent with the organization's values and mission statement. Supervision Exercised and Received:Position works under the direct supervision of the Utilities Finance and Administrative Manager.Essential Job Functions:Administrative Support & ReceptionPerforms essential administrative support functions with minimal supervision.A variety of higher-level administrative functions may be required. Performs all receptionist duties for department including greeting and assisting customers, receiving, and dispatching telephone, pager system, cell phones, and radio calls.Composes letters, reports, newsletters, and other documents with appropriate guidance. Creates spreadsheets related to utility billing accounts, backflow programs, and consumption reports.Maintains, updates, and improves the department's filing system. Develops office forms and procedures. Orders and distributes office supplies and maintains office equipment.Updates Department/Office's administrative portion of City website. May create PowerPoint and other formal presentations.May prepare Board and/or commission agendas and supporting materials. Performs other duties of a similar or related level as necessary or assigned. Customer ServiceAssists customers with concerns, instructs customers on various processes and systems, directs customers to appropriate City offices or departments.Supports staff in coordination of emergency response situations. Departmental & Program SupportTypes, proofreads, and edits memorandums, agendas, press releases and other department information as requested.Composes and types material requiring judgment as to content, accuracy, and completeness.Coordinates leave requests and updates wall calendar.Schedules line locates and work orders.Lead for Utilities website updates including water and electric landing pages and links. Enters data into utilities software and contacts utilities customers as necessary.Lead for entering backflow assembly inspections for all water accounts, which includes minimum of quarterly mailings to customers on upcoming inspection expiration dates, as part of the State mandated Cross Connection Control program. Financial AdministrationAssists the Utilities Finance & Administrative Services Manager in the water and electric operating budgets to include completion of requisitions, invoice payment and accounting functions.Performs accounts payable functions.Performs accounts receivable functions.Prepares weekly expenditure reports on fund budgets for distribution to agency management and project managers.Provides budget assistance and monitors operating and capital budget as requested.Meter InspectionReads water and electric meters, records data, and ensures meter accuracy.Maintains records and reports on inspections in customer files.City Organizational ValuesSupports 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 createsstrong, 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.Office Administration: Knowledge of office processes and procedures, general business, and project management principles and practices as applicable to assigned work. Minimum Requirements:Education: High School diploma or GED equivalent. Experience:Two years of experience in a related City department or office; or three years of administrative or reception experience.Technical Knowledge: Must be proficient in Microsoft Excel, Word, and Outlook (Email) and other basic office machines. Must have a basic understanding of computers and online computer-based technology applications, which includes accessing web-based platforms.Licenses & Certifications: Must possess a valid Colorado Driver's License or be able to attain one within 30 days 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.Preferred Candidate: Experience with meter operations and general utilities. Associate degree is in Physical Sciences, Math, Engineering, or related field.NOTE: This position requires a pre-employment screening including a background check, driver's license check, and physical examination upon hire.Employment is contingent upon satisfactorily passing all pre-employment screening. Position Type and Work Hours: Part time, temporary through December 31st, 2022, not to exceed 29 hours per week. Evenings and Weekends may occasionally be required depending on project needs and special projects.Work Environment:Indoors: Office environment.Outdoors/Off-Site: Meetings, trainings, project work site visits (including construction sites, restaurants, and other industrial settings), and conferences at a variety of city facilities and areas.Physical Demands:Bending: Bending or position oneself to move an object from one level to another.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.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. 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.

Keywords: City of Aspen, Aspen , Administrative Assistant, Administration, Clerical , Aspen, Colorado

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