Administrative Assistant II-Public Works

Administrative Assistant II -

Public Works FLSA:

Non-Exempt Salary Grade:

13 (Min $27.91, Mid $32.80, Max $37.68)

Hiring Range:

$27.91-$32.80/hour •Deadline to apply is Monday, 5/18/26. Applications will be reviewed starting 5/19/26.

NATURE OF WORK

Under general to light supervision, performs a wide variety of administrative duties of a highly responsible professional nature in a detail-oriented environment supporting the Public Works department. May assist in the administration of departmental budget, purchasing, processing invoices and payments, and other accounting functions and submits reports to local, state and federal agencies.

DUTIES AND RESPONSIBILITIES

Receives and screen visitors and telephone callers; provides customer service to the general public and provides factual information which may require the interpretation of policies and procedures; takes messages or refers caller to the appropriate person; 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. May respond to inquiries and provides information regarding customer accounts, billing, services, rates, and/or permit processes; creates and maintains customer accounts including updating customer information; processes customer requests for new service or changes to existing service; generates and monitors related work orders; receives, processes, and/or issues lane closure permits and Road Right-of-Way permit applications. Collects and processes customer payments; balances; delivers payments received to Accounts Payable Department. Prepares a variety of correspondence, legal documents, reports, 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; collects, processes, and distributes mail for area of assignment. Tracks utility user requests, equipment inventory information, statistical data, and other departmental information. Generates, prepares, submits, and maintains a variety of reports for area of assignment. Receives and verifies bills, invoices and credit cards statements; codes, processes and submits invoices/credit card statement for payment; prepares financial reports; maintains budget information; monitors departmental expenditure as required; may generate and open purchase orders, requisitions, pricing agreements and other financial documents. Orders office supplies and/or departmental equipment; maintains supply inventories. Coordinates the maintenance and repair of office equipment. 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. Acts as a liaison, when necessary between Mountain Village and its residents and guests, subcontractors, vendors, and merchants giving direction and assistance as needed. 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. 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 administrative duties and performs a greater difficulty and diversity of the tasks; may provide assistance with coordinating departmental work activities and/or training assigned personnel.

MINIMUM QUALIFICATIONS

High School Diploma/GED and at least three (3) years administrative/secretarial and customer service experience, or an equivalent combination of education, training and experience; must have demonstrated computer skills in working with various office software. Must meet minimum qualifications of and have demonstrated satisfactory working experience as an Administrative Assistant I for at least one (1) year prior. Licenses/Certification(s): Valid Colorado State Driver's License required. Notary Public is desired.

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; 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, 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.