Administrative Assistant II - Records - City Clerk's Office

Job Description

Salary Range: $19.57 - 25.48 Hourly

Anticipated Hiring Range: $19.57 - $22.52 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 is intended to improve wage transparency. The City of Greeley, in support of wage transparency posts both the full salary range for each position (what you might anticipate your earnings could be if you work for the City of Greeley for some time), as well as the anticipated hiring range (the range within which the City anticipates making an offer). The actual offer extended will be based on your years of relevant experience, education, certifications and potentially other factors.

City of Greeley's Total Rewards

The City of Greeley is proud to offer a robust benefits package in addition to your wages. This package includes health and wellness, retirement savings, discounted access to Greeley facilities and more.

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

Job Summary

This position provides a high level of specialized administrative and records management support to City operations. Position tasks include but are not limited to performing advanced clerical duties, records maintenance, customer service, and serving as a liaison between departments, ensuring compliance with records retention laws and facilitating efficient document management. The role requires strong organizational skills, attention to detail, and the ability to work independently in a fast-paced municipal environment with frequent public contact.

Experience, Knowledge, Skills

Minimum Requirements

• High school diploma or equivalent.
• Two to four (2-4) years of increasingly responsible administrative support / secretarial experience.
  
  

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

• Associate's degree.
• Bilingual in English and Spanish
• One (1) year of records management experience in a municipal or government setting.
  
  

Knowledge, Skills, And Abilities

• Above-average knowledge of grammar, spelling, and punctuation.
• Knowledge of business office functions and municipal administrative procedures.
• Intermediate to advanced skills in word processing and spreadsheets.
• Excellent customer service skills in a busy office.
• Perform a variety of routine and complex administrative tasks and proficient organizational skills
• Ability to work under pressure in a fast-paced environment.
• Above-average organizational skills with attention to detail.
• Ability to manage confidentiality and comply with public records laws in all aspects of job.
• Ability to detail and manage multiple priorities/tasks with frequent interruptions. Ability to align daily tasks with broader organizational goals, ensuring that work contributes to the overall vision.
• Ability to diffuse and manage volatile and stressful situations.
  
  

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.

Essential Functions

• Communicates accurately and effectively, both verbally and in writing and via telephone.
• Schedules meetings, department events, and coordinates logistics.
• Effectively prioritizes multiple tasks and meets deadlines under pressure and with constant interruptions.
• May assist with the preparation of public meetings and events as backup coverage.
• Performs routine clerical work including scanning, indexing, filing, and maintenance of official City records, including reports, analyses, notices, orders, and supporting documentation. Coordinates and processes internal file requests, submitting recordings to Weld County as required.
• Handles Colorado Open Records Act (CORA) requests in compliance with state statutes.
• Conducts inventories and maintains accurate records retention schedules.
• Prepares and organizes meeting documentation and department reports.
• Understands and carries out verbal and written directions.
• Performs basic mathematical calculations.
• Types at a speed necessary for adequate job performance of data entry, auditing, and spreadsheet creation to support departmental operations.
• Monitors and records emails; responding to questions and challenges that arise.
• Answers and routes telephone calls, greets visitors, and provides timely responses to customers.
• Establishes and maintains effective working relationships.
• Provides excellent customer service to internal staff, patrons, and citizens.
• Communicates in a face-to-face, one-on-one setting, in person, and using a telephone.
• Researches and assembles information in an understandable format (e.g., budget data).
• Maintains office files in an organized and efficient manner.
• Accurately enters and manipulates information using a computer.
• Operates standard office equipment (e.g., computers, typewriters, fax machines, copiers, printers, calculators, etc.).
• Works independently and with others.
• Writes and compiles documentation using good grammar and punctuation; sorts, organizes, and prepares meeting documentation.
• Troubleshoots data entry and electronic processing errors
• Other duties may include a variety of special assignments and projects and administrative support to management as needed.
• Performs other duties as assigned.
  
  

Supervisory Responsibilities: N/A

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.
• Employee may be required on occasion to work overtime, holidays, evenings, shifts, or weekends.
• Requires frequent interaction with staff, elected officials, and members of the public.
• Subject to driving City of personal vehicle in all weather conditions.
  
  

Physical Requirements

• Mobility: Requires minimal physical effort typical of clerical work, including occasional walking or standing and the ability to move throughout the office environment.
• Dexterity: Ability to perform repetitive motions such as typing, writing, and operating standard office equipment.
• Strength: Ability to lift or carry materials and equipment weighing up to 15 pounds occasionally.
• Endurance: Ability to maintain focus, attention, and productivity for extended periods while performing job-related tasks.
• Flexibility: Infrequent need to bend, stoop, squat, climb stairs, push or pull, or reach above shoulder level.
• Vision and Hearing: Sufficient visual acuity to read printed and digital documents, view computer screens, and perform detail-oriented work. Adequate hearing to engage in verbal communication, whether in person, by phone, or in virtual settings.
  
  

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: [email protected] .

Conditions of Employment: 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.