The City of Arvada promotes Equal Pay for Equal Work. Starting salary will be determined by the applicant's education, experience, knowledge, skills, and abilities, as well as internal equity. The range listed reflects the entire range and typical placement is entry to mid-range.

Performs and supervises highly confidential administrative functions and tasks for the City Manager and the City Manager's Office. Serves as the liaison between the City Manager and internal/external constituents. Serves as an information resource to city council, employees and management, and the citizens of Arvada. Supervises and leads the work of the Administrative Coordinator and Customer Experience Specialist. Monitors and maintains the operational budget for the City Manager's Office.

ESSENTIAL JOB FUNCTIONS

• Provides complex administrative support to City Manager, City Council members, and members of the City Manager's Office on a daily basis by composing correspondence, letters, memos, reports and presentations, and overseeing the scheduling of calendars in order to assure complete and timely information is shared appropriately.

• Manages daily activities of the administrative staff.

• Oversees all details for scheduling meetings, appointments, events, conferences and travel arrangements for City Manager and City Council on a daily basis in order to assure that City Manager and City Council is at the right place, at the right time, with the right people and correct information.

• Manages and approves credit card receipts and statements for purchasing card and other financial information for City Manager on a daily basis in order to comply with purchasing requirements and recordkeeping purposes.

• Provides backup for other administrative staff members when necessary to ensure that service levels for the department are met.

• Creates and maintains systems to track and monitor completion of projects and actions in a timely manner for the city manager.

• Provides editing and proofreading assistance, as necessary or requested, to various staff members to ensure accuracy and a quality product for the city.

• Establishes trusting and congenial relationship between City Manager and internal/external customers on a daily basis by interpreting and answering questions concerning policies and administrative operations or directing to appropriate resources for resolution.

• Determines appropriate action in situations, as necessary, arising in absence of City Manager to prevent delay of critical information.

• Prepares, distributes and maintains highly confidential materials and information on a daily basis so that City Manager, executive management and city council are kept informed and aware of essential and pertinent information.

• Monitors the operational budget for the City Manager's Office. Tracks expenditures, balances the budget against actual activity, ensures expenditures are within budgeted amounts.

• Serves as a resource for information for city staff, citizens, and business contacts on a daily basis in order to answer inquiries, assist others and conduct business for the benefit of the city.

• Researches and provides information as requested for the City Manager in order to assist in special projects and requests.

• Contributes to the development of the department, recognizes, initiates and leads improvement activities.

• Functions as a recognized information source in the areas to which assigned.

• Travels to and attends team and organizational meetings, training, events and activities and appropriately and professionally represents the department.

• Demonstrates a respectful attitude towards customers and coworkers that promotes teamwork, open communication, and effective customer service.

• Acts with the customer in mind, responds to requests promptly and provides effective services or solutions for customers.

• Exercises appropriate level of initiative and judgment to make decisions within the scope of assigned authority.

• Oversees customer service performance management and sets clear performance expectations and goals for team members

• Prepares and analyzes reports on key performance indicators and customer service feedback, providing insights and recommendations for continuous improvement

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

• Excellent computer skills with demonstrated advanced knowledge and experience in all facets of office administrative practices including complex word processing, database management, transcription, spreadsheets, charts and tables, internet processes, and other specialty software programs as required.

• Proficient written communication skills with the ability to effectively research, write, draft, edit and prepare final documents and reports including budget and financial reports.

• Proficient multi-tasking skills with the ability to provide all levels of administrative support to multiple managers in a professional work environment as required.

• Knowledge of municipal accounting, financial and budgeting principles and systems.

• Ability to prioritize and coordinate executive level meetings, boards and task forces.

• Ability to exercise discretion and maintain a high level of confidentiality, tact, integrity and ethics in dealing with sensitive matters.

• Ability to understand and communicate executive level public policy issues, organization's policies, and procedures and operations.

• Proficient in exercising initiative and judgment as well as making decisions within the scope of assigned authority based on knowledge of organization's operations, policies and procedures.

• Solid conflict resolution and problem-solving skills.

• Ability to operate a motor-vehicle to travel to and from off-site locations to support/attend business meetings, training and related events..

• Ability to effectively communicate information, both verbally and in writing, to support organizational objectives and interact with all levels of personnel within the city in a positive and cooperative manner.

ESSENTIAL SUPERVISORY DUTIES

• Develops and/or participates in the development of staff work plans, measures and tracks progress towards goals, prepares and conducts timely and constructive performance appraisals.

• Schedules staff, assigns and supervises work, prioritizes programs and projects and effectively uses available resources to accomplish objectives.

• Makes decisions or recommendations for hiring, promotions, transfers, disciplinary action, and other personnel actions as necessary.

• Coaches, counsels and supports staff to maximize efficiency and effectiveness. Consistently educates and advises staff on organizational rules, regulations, policies and procedures. Supports creative thinking and problem solving and encourages participatory decision making when appropriate.

• Provides training and job enrichment opportunities and encourages professional growth and development.

OTHER FUNCTIONS:

• Other duties as required.

-Employees are held accountable for all duties of this job-

SCOPE OF AUTHORITY:

Receives minimal supervision under the direction of the Deputy City Manager. Duties and tasks are complex and confidential in nature. Plans own work and the work of others to meet defined work plans and objectives. Serves as a liaison with internal and external contacts. Some precedents and procedures exist including city charter and code, department rules and procedures manual, City of Arvada personnel rules and regulations. Expected to handle different, specialized, and complicated situations in department or functional areas. Has a high level of latitude for independent judgment and initiative in resolving problems and prioritizing tasks.

Financial Accountability:

Makes decisions that affect the outcome of allocation of money for projects. Makes recommendations to supervisor for budget allocations that pertain to functional area. Approves expenditures up to a certain amount. Monitors the tracking of accounts payable and/or receivables and prepares financial statements and reports. Authority to review purchases of goods and non-professional services. Responsible for administering a petty cash fund and has authority to use departmental credit card. Responsible for executive management team retreat budget ($3,500 - $8,500/year).

SUPERVISION EXERCISED:

Directly supervises non-exempt employees. Responsible for training, planning, assigning and directing the work of staff. Recommends employment offers, salary adjustments, disciplinary actions and terminations.

COMMUNICATION/WORKING RELATIONSHIPS:

Internal Contacts: Mayor, city council, city manager, executive management team, mid-level managers, and city staff at all levels.

External Contacts: Elected officials, public and private business contacts, other governmental agencies and staff, general public.

WORKING ENVIRONMENT/PHYSICAL ACTIVITIES:

The work environment/physical activities described here are representative of those an employee encounters while performing the essential functions of the job.

Work is primarily performed in an office environment with low noise levels. Physical effort and activities include: Physical effort above and beyond that generally required in a normal office environment is not required.

MINIMUM REQUIRED QUALIFICATIONS (EDUCATION, LICENSE, TRAINING AND EXPERIENCE):

High school diploma or GED and five (5) years of progressively responsible administrative experience, including two years of supporting a high level executive or manager and dealing with highly confidential material. 2 years of supervisory or leadership experience. A State of Colorado notary public certificate is required or ability to obtain within 30 days. A valid Colorado driver's license and acceptable driving record is required. A Combination of education and experience may be considered.

Preferred Qualifications:

Office management experience is highly preferred. Previous governmental experience is a plus.

MATERIAL AND EQUIPMENT DIRECTLY USED:

Requires use of standard office equipment including personal computer, telephone, copy and fax machines, and laser printer. Requires use of desktop Palm Pilot and occasional transcriber. Software utilized includes MicroSoft Office, Google Workspace and Oracle Financial System.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

EQUAL OPPORTUNITY EMPLOYER

The City is an Equal Employment Opportunity

The City's Core values are in every employee's individual Performance Plan which helps us to reinforce our expectations for living and working by our Core Values.

Every City employee is expected to perform his/her job to the highest professional standards. This includes upholding the City's values with integrity and accountability, acting in a manner that is respectful and inclusive towards others, and adhering to the City's policy on employee conduct as detailed in the personnel rules sec. 70-143.

Vision: We Dream Big and Deliver

Mission: We are dedicated to delivering superior services to enhance the lives of everyone in our community.

Values:

Innovation: We excel in creativity, flexibility and the use of best practices while valuing diverse backgrounds, ideas and perspectives.

Passion: We are a high performing, inclusive team inspiring each other to pursue excellence.

Opportunity: We value our diversity, embrace possibilities, face challenges, persevere and take action to deliver quality results.