Job Description

Anticipated Hiring Ranges: Administrative Assistant II $21.96 – $24.23 Hourly

Administrative Assistant III $24.16 – $30.31 Hourly

Full Salary Ranges: Administrative Assistant II $21.96 – $24.23 Hourly

Administrative Assistant III $24.16 – $30.31 Hourly

Why Do I See Two Salary Ranges?
The City of Greeley, in compliance with Colorado state law, includes a salary range for all positions posted. This law improves wage transparency. We post both the full salary range and the anticipated hiring range, where we expect to make an offer. Offers are based on experience, education, certifications, and other factors.

City of Greeley's Total Rewards
The City of Greeley is committed to providing a comprehensive total rewards program that supports employees in their work by encouraging excellence and investing in employee development and recognition. This philosophy is grounded in fiscal responsibility, organizational effectiveness, and employee safety and well-being, ensuring the responsible stewardship of public resources while offering meaningful and comparable rewards. This approach ensures that the city remains an attractive, inclusive, and rewarding work environment, while also effectively serving the community.

Benefits: This position is benefits eligible. Please view our benefits guide here.

The Administrative Assistant II–III provides advanced administrative, financial, and operational support to the Engineering and Stormwater Divisions within Public Works. This position serves as a centralized support role responsible for coordinating financial processes, procurement activities, project documentation, regulatory support, records management, and day-to-day administrative operations.

This role requires strong organizational skills, attention to detail, independent judgment, and the ability to manage multiple priorities in a fast-paced environment. The position supports Capital Improvement Program (CIP) projects, stormwater regulatory compliance efforts, cross-departmental coordination, and customer service functions while serving as a key point of contact for internal staff, external agencies, contractors, vendors, and the public.

The Administrative Assistant II performs intermediate-level administrative support duties with growing responsibility and independence, while the Administrative Assistant III performs advanced administrative coordination and operational support functions requiring a higher degree of technical knowledge, problem-solving, discretion, and decision-making responsibility.

Experience, Education, and Skills:
Minimum Requirements:

• Administrative Assistant II
  • High school diploma or equivalent required.
  • Two (2) to four (4) years of progressively responsible administrative support experience.
• Administrative Assistant III
  • High school diploma or equivalent required.
  • Four (4) to six (6) years of progressively responsible administrative support experience, including advanced administrative coordination and increased responsibility.

OR

Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job,

AND
Possession of a valid driver’s license.

Preferred:

• Associates Degree in a related field
• Bilingual in English and Spanish.

Knowledge, Skills, and Abilities:

• Ability to solve a variety of problems and exercise sound independent judgement related to business office functions, including following the chain of command on sensitive matters.
• Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities
• Ability to maintain confidentiality when dealing with sensitive issues.
• Ability to work independently in the absence of supervision.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Build trust and maintain harmonious and respectful working relationships.

Essential Functions:

Financial & Procurement Support

• Process accounts payable, reconciliations, and invoice tracking for Engineering and Stormwater operations and projects.
• Complete purchasing card (p-card) reconciliations and process employee reimbursements.
• Track purchase orders, contracts, and capital project expenditures, including CIP and stormwater projects.
• Support budget monitoring and reporting in coordination with division leadership and Finance staff.
• Pull and review expenditure status reports regularly and assist in identifying and documenting budget variances.
• Assist with procurement processes, including bid documentation, contract routing, change orders, and compliance tracking.

Administrative & Operational Support

• Provide advanced administrative support to Engineering and Stormwater staff, including document preparation, records management, and coordination of daily operations.
• Assist in the development, documentation, and maintenance of Standard Operating Procedures (SOPs).
• Manage division administrative functions, including office supplies, equipment coordination, and copier support.
• Maintain and distribute division contact lists and organizational resources.
• Serve as administrator for shared inboxes and internal communication systems.
• Assist with documentation and tracking related to stormwater regulatory requirements (e.g., MS4 permit compliance, inspections, and reporting).
• Assist with preparation of regulatory reports and compliance documentation.
• Provide oversight and coordination of administrative functions related to board and commission meetings, including agenda preparation, meeting materials, scheduling, compliance with posting requirements, and documentation of official records.
• Maintain organized project files, including contracts, permits, reports, and correspondence.
• Assist with data collection, reporting, and tracking of project and program performance metrics.
• Support consultant and contractor coordination by managing documentation and communication.
• Coordinate, attend and process minutes, meeting invites and presentations associated with two advisory boards.

Customer Service & Communication

• Serve as a primary point of contact for internal and external inquiries, including developers, consultants, vendors, residents, and regulatory agencies.
• Provide customer service support related to engineering and stormwater inquiries, including drainage concerns and infrastructure questions.
• Facilitate communication between Engineering, Stormwater, Public Works divisions, Finance, Planning, Utilities, and external partners.
• Coordinate meetings, including scheduling, agenda preparation, and documentation of minutes for project and operational meetings.
• Assist with internal communications, reporting, and coordination of division initiatives.

Additional Duties

• Crosstrain in multiple administrative and program support functions to provide flexible, centralized support.
• Support Engineering and Stormwater Division staff and collaborate with multiple departments and external stakeholders.
• Exercise independent judgment in prioritizing tasks and managing competing deadlines.
• Performs other duties as assigned.

Supervisory Responsibilities: N/A

Travel: Standard Local Travel: This position requires occasional local travel within the County. Employees may be expected to walk or drive short distances to attend meetings, trainings, or perform work at other city buildings or partner sites.

Work Environment:

• Primarily based in a standard office environment, which involves working at a desk or workstation for extended periods.
• The noise level is generally low to moderate, consistent with a typical office setting.
• This position may occasionally require visits to other offices or off-site locations for meetings or project work, depending on job responsibilities.

Physical Requirements:

• Mobility: Minimal physical effort typically found in clerical work. occasional walking or standing, ability to move throughout office location.
• Dexterity: Ability to perform repetitive movements for typing, writing, and operating office equipment.
• Strength: Ability to lift or carry objects weighing up to 15 pounds occasionally.
• Endurance: Ability to maintain focus and productivity for periods while performing job duties.
• Endurance: Ability to maintain focus and productivity for periods while performing job duties.
• Flexibility: Infrequent need to perform the following physical activities: bend/stoop/squat, climb stairs, push or pull, reach above shoulders.
• Vision and Hearing: Sufficient visual ability to read printed or digital documents, view computer screens, and perform detail-oriented tasks. Adequate hearing to participate in verbal conversations, virtual, phone, and in person communications.

EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

ADA Statement: We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: HR@Greeleygov.com

Conditions of Employment: The City of Greeley is an at-will employer. Employees and the City may terminate employment at any time for any reason. Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE