United Spinal Association Jobs

Salary Range: $72,100.00 - $97,400.00 annually

Benefits: This position is benefits eligible.

Job Summary: The Executive Assistant will provide high-level administrative support to the City Manager and senior leadership within the City Manager's office, including two Deputy City Managers and other executive positions. The position acts as an office coordinator and first-line customer service representative for the City Manager's Office. This position establishes and maintains consistency in processes, execution of general office and administrative needs, including scheduling meetings, making travel arrangements, hosting events, developing annual budget, managing purchasing and procurement processes, assisting with hiring paperwork, and interview scheduling, face-to-face and phone customer service, and senior level administrative support with various projects and requests. This position reports to the Chief of Staff.

Experience, Knowledge, Skills:

Minimum Requirements Bachelor's degree gained through a four-year college/university academic program or specialized technical training of equivalent length. 3-5 years of experience in an Executive Assistant or high-level administrative role.

Knowledge, Skills, and Abilities Ability to type a minimum of 50 words per minute. Knowledge of the business and organizational structure of Colorado municipalities. Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal. Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems. Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others. Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly. Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings, and make decisions. Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness. Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments. Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results. Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed. Ability to self-start and take initiative in completing daily tasks and special projects. Ability to focus on activities that have the greatest impact on meeting work commitments. Ability to establish and maintain partnerships with a variety of internal and external constituencies. Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages. Ability to navigate a complex political environment. Knowledge of business operations principles and best practices. Knowledge of office management principles and best practices. Proofreading, grammar, punctuation, and formatting skills, including the ability maintain consistency and be cognizant of and address details. Ability to interpret and apply complex rules and regulations. Ability to handle and maintain sensitive and confidential material. Ability to be cognizant of and address details. Ability to organize, plan, and execute logistics tied to meeting and/or event planning. Ability to maintain accurate and detailed records and record keeping systems. Ability to prepare reports, briefings, and presentations in a variety of formats (e.g. verbal, written, visual, etc.)

Essential Func ions: Provides high-level administrative support and assistance to the City Manager. Supports assigned leadership by following up on projects, transmitting information, documenting workflows, and maintaining correspondence as requested. Coordinates all City Manager interactions with members of Greeley's City Council. Oversees the creation and administration of the annual department budget, maintain understanding of spending trends and provide recommendations to City Manager and Chief of Staff. Oversees all aspects of procurement process from bid solicitation, RFP issuance, contract award and execution, creation of requisition/purchase order, and payment of invoices. Attends and participate in monthly and/or quarterly meetings and trainings with Purchasing and Budget. Serves as first-line customer service representative addressing or navigating phone, email and in-person inquires with customers. Proofreads and finalizes documents, including letters, memos, contracts and other materials generated by the City Manager's Office. Assists with writing weekly update to City Council. Types and proofreads a wide variety of reports, letters, memorandum, and notes; types from rough draft or verbal instruction; review materials for completeness, accuracy, format, and compliance with policies and procedures; initiate correspondence for appropriate signature(s). General administrative support, including but not limited to, ordering