Administrative Assistant I/II - Fire Department

The Administrative Assistant I/II is an administrative support position involving moderately complex work problems and situations for the Fire Department. This position requires a high level of customer service skills, interacting with the public and other employees to achieve the essential functions of the job. This position requires strong, professional communication skills, financial/budget acumen, office support abilities, and comfortability with regular use of office technology and software. Each department and/or division may require additional specific skills and abilities based on the assigned workgroup and its operations. Excluding approved leave, this position requires 100% in-office attendance for the first four (4) months. After that period, remote work up to 25% per week may be available with supervisor approval.

Administrative Assistant I:

The Administrative Assistant I is an intermediate-level class in the administrative support series responsible for a variety of routine to semi-complex clerical/administrative and staff support work. Incumbents have knowledge of standard administrative practices and procedures with some related experience in a similar position.

Administrative Assistant II:

The Administrative Assistant II is an advanced-level class in the administrative support series, responsible for a wide variety of semi-complex to complex clerical/administrative and staff support work. Incumbents are able to complete tasks and projects with technical/functional latitude and minimal oversight. They have directly related experience for the position and are competent in all aspects of routine administrative support. In order to be considered for this position, all candidates must attach a cover letter and resume (maximum of two pages for each document) to the online application at the time of submittal. The full salary range for this position is stated above. The starting range of pay is dependent on qualifications and experience of each individual candidate. The City of Westminster has a Multilingual Stipend Program to encourage, and reward benefited employees who are conversationally fluent in languages other than English. Benefited employees have the opportunity to test their language proficiency skills and qualify for a bi-weekly stipend that will vary based on the employee's level of proficiency and usage. The City's work culture encourages passionate, positive and enthusiastic employees who, along with our City Council and City Manager, are strong supporters of our mission: The City of Westminster provides high-quality core services and fosters resilience in order to promote a safe and thriving community. Westminster is a city of beautiful, safe, well-maintained neighborhoods and destinations with a vibrant, diverse economy, rich and resilient environment and a strong sense of community belonging. Our core values are embodied in our SPIRIT (Service

• People
• Integrity
• Respect
• Innovation
• Teamwork).

This position supports the goals of the Fire Department, which is to enhance community safety through preparedness, prevention, education and response.

Every employee is accountable to:

Demonstrate a high level of customer service; encourage others to focus on the customer; foster an environment where customer service is a priority Communicate with customers to ensure that, where possible, they are satisfied, and that their needs are being addressed; solicit and evaluate customer feedback Act as an ambassador by understanding and fostering the organization's mission and vision Exhibit pride in self, the department, the city, and the community; conduct self in a professional manner Demonstrate integrity and build trust through credibility, reliability, commitment, loyalty, and ethical behavior Address difficult or contentious issues in a constructive manner Support/promote change; demonstrate flexibility, and take calculated risks when appropriate Participate in personal growth opportunities, and attend trainings designed to enhance capacity to bring new skills and ideas to the job and the organization Work to continuously improve the efficiency and effectiveness of the service or product being delivered Demonstrate support for team efforts by accepting new roles and responsibilities, and helping others achieve objectives Value diversity; demonstrate an awareness of differences; demonstrate sensitivity, and adapt behaviors and communication to accommodate these differences

GENERAL COMPETENCIES

Citywide

• Every employee in this position is accountable to: Establish effective interpersonal relationships through honest, open communication and follow-through on commitments Recognize personal strengths and weaknesses, and target areas for personal self-development Demonstrate initiative in performing job tasks Exhibit problem-solving skills leading to sound judgment and quality decisions Achieve goals, and handle assigned workload and new assignments effectively; demonstrate an ability to work independently Communicate effectively with individuals and groups using clear and concise verbal and written communications Demonstrate accountability for work, and take ownership in job performance Demonstrate concern for the accuracy and quality of work; take steps to correct mistakes and improve the overall product Job Specific•Every employee in this position must be able to: Demonstrate knowledge of modern office practices, procedures, equipment, business English, spelling, and mathematical computations and tabulations Consistently provide exceptional customer service to coworkers and external customers in a wide variety of settings including in-person, email, and phone Operate a personal computer and be competent learning and using current computer software applications including word processing, email, financial management, document routing, etc.

(Examples include: Microsoft Office Suite, Adobe Acrobat Pro, Outlook, JD Edwards, Docusign, Laserfiche, and a variety of department-specific software programs); must be able to type 40 WPM with accuracy Set up and type a variety of letters, memos, reports, agendas, minutes, ordinances, and resolutions; maintain moderately complex reports and prepare detailed reports from such records Exhibit strong organizational skills and attention to detail Make decisions and problem-solve in accordance with precedents and regulations and to apply these to work situations Understand and follow moderately complex oral and written instructions; read and interpret documents such as operating and maintenance instructions and procedure manuals Use discretion handling and maintaining confidential matters Establish and maintain positive, effective relationships with other employees, customers, external agencies, and the public; effectively and professionally handle conflicts that arise Remain calm under time-sensitive pressure situations; adjust rapidly to reprioritized work schedule and duties Essential Job Functions, Duties, Responsibilities, and Tasks Provides high level customer service to assigned work group, other city employees, public officials, businesses, external groups, and the public.

Assignments may include:

Works in close liaison with the Legal Administrator and Legal Coordinator and other administrative professionals Acts as a liaison between the workgroup and other City divisions/departments and external groups as needed Assists other workgroups or departments with telephone and reception coverage on an as-needed basis Provides administrative support to assigned work group; assignments may include: Composing and editing content for routine correspondence and/or publications Scheduling meetings and appointments, making reservations, coordinating travel/conference attendance Budget support including: maintaining balances and reconciling budget, maintaining budget records, verifying budget and funding for project expenses, processing purchase orders and invoices, recording expenditures and mileage, working with petty cash and recording reimbursements, initiating budget revisions and journal entries, and supporting the procurement process Tracking deadlines and due dates for assignments Helping coordinate special events, activities, and trainings May help administer workgroup-specific programs and/or initiatives Reviewing and entering/monitoring all permits including fire protection systems Retrieving, redacting, reviewing and providing copies of reports and documents in conjunction with CORA or other related records requests Provides general office support; assignments may include: Maintaining physical and electronic filing systems to ensure organized and timely filing of important documents Maintain office supply inventory and coordinate office equipment maintenance Other Duties and Responsibilities Maintain regular and punctual attendance Assignments involving patient care records, coroner requests, training scenarios, can involve exposure to information and events of a potentially violent or disturbing nature including graphic descriptions or images from traumatic events and include safety sensitive information Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City's discretion.

Education, Experience, Skills, Formal Training, Licenses, and Certifications Administrative Assistant I Required:

Graduation from high school or GED Minimum three (3) years of experience in a high public contact administrative assistant position Proficiency in the use of personal computer, with emphasis on word processing (40 WPM with accuracy strongly preferred) and Microsoft Office Software (Outlook, Word, Excel, Teams, PowerPoint, etc.) Knowledge of standard office practices and general accounting/budget maintenance

Preferred:

Directly related experience in municipal government or public sector Experience with financial software systems (i.e., JD Edwards) Additional experience with other workgroup-specific computer software programs

Administrative Assistant II Required:

Minimum one (1) year of experience as an Administrative Assistant I at the City of Westminster Demonstrated proficiency in all duties and responsibilities of the Administrative Assistant I classification and ability to work with minimal direction Ability to act as a subject matter expert in workgroup-specific and more complex software, programs, and processes; examples include, but are not limited to, ability to work with City Council Agenda Memos, and technical proficiency in Contract, Financial, Customer Relationship Management, and/or Project Management Software Any equivalent combination of education, training, and experience, which would provide the required knowledge and skills, may be considered. Physical Requirements Work is sedentary in nature and requires sufficient physical stamina and strength for: Constant sitting to perform daily tasks; occasional walking through a multilevel facility to retrieve information; frequent standing, sometimes for extended periods Frequent squatting, reaching above shoulder, and twisting to file documents and lift supplies and material; occasional bending, kneeling, climbing, balancing, and reaching below shoulder to store documents, material, and supplies Constant light grasp, fine manipulation, and handling to perform daily duties; occasional firm grasp to safely use equipment Frequent lifting, carrying, pushing, pulling, and lifting of up to ten (10) pounds to move material and supplies; occasional pushing, pulling, and lifting of up to 25 pounds with dollies and carts

WORKING CONDITIONS

Work is constantly performed indoors. This is primarily sedentary office work. Must demonstrate the ability to meet the physical demands of the job, including the ability to retrieve information from various locations in the office when needed. Exposure to periods of high activity and high stress under demanding conditions and potential exposure to disturbing and/or explicit court/police content. The position requires a great deal of communication with City employees, the public, and outside agencies. Required Materials and Equipmen t Personal computer, keyboard, typewriter, printer, telephone, switchboard, fax machine, photocopy machine, transcriber, calculator, postage scale and meter, books, files, paper shredder, scanner, and other standard office equipment.

PRE-EMPLOYMENT REQUIREMENTS

Background checks will include employment references and criminal history, and when applicable, credit check, driver license record, and education verification Drug screen Must be legally entitled to work in the United States Candidates will be fingerprinted and must be able to pass the FBI Criminal Justice Information Services (CJIS) criminal background check