POSITION PURPOSE / IMPORTANT APPLICATION INFORMATIONThis is a responsible administrative assistant position involving moderately complex office support for the Civil Section of the City Attorney's Office. The position requires high-level customer service skills and interacting with the public and other employees to achieve the essential function of the job.
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.
ORGANIZATIONAL COMPETENCIES AND CULTURAL VALUES/GENERAL COMPETENCIESThe 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 City Attorney's Office, which provides the highest possible level of professional legal advice and representation in the most efficient and economical manner, in order to serve and advance the health, safety and welfare interests of the City and its citizens.
Every employee is accountable to:- Demonstrate a high level of customer service, encourage others to focus on the customer, and foster an environment where customer service is a priority
- Communicate with customers to ensure that, when 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 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 current office practices, procedures, equipment, business English and grammar, spelling, and mathematical computations and tabulations
- Operate a personal computer and be familiar with current computer software applications (Microsoft Word, Excel, PowerPoint, and Outlook); must be able to type 40 words per minute with accuracy
- Demonstrate willingness to learn in-house workflow management software system (Cobblestone), and embrace/appreciate other IT systems and programs and the benefits derived
- Make decisions in accordance with precedents and regulations and apply these to work situations
- Understand and follow moderately complex oral and written instructions
- Use discretion and maintain confidentiality
- Adjust rapidly to reprioritized work schedule
- Use good judgment
- Interact appropriately with customers, including dealing with conflict situations
- Present a positive attitude in dealing with the public
JOB SPECIFIC FUNCTIONS Essential Job Functions, Duties, Responsibilities and Tasks 1. Be a "team player" and establish/maintain effective working relationships with co-workers, public officials and the public while providing excellent customer service
2. Maintain orderly files and obtain records, reports, data or information from other departments or organizations as required
3. Receive, sort, record, and distribute office mail; order, receive, and maintain office supplies; inventory, order, receive and maintain shared coffee and medical supplies on a 3-way rotation basis with two other departments; fill in as needed during co-workers' absences
4. Set up and type from copy, rough draft, dictating machine, or general instructions, letters, memos, pleadings, or other documents including preprinted forms; prepare form letters, pleadings and other routine correspondence
5. Maintain relatively complex records, including financial, master files (electronic or paper), and library maintenance in accordance with established systems
6. Assist other departments with telephone and reception coverage on an as-needed basis
7. Provide office support to department staff including. but not limited to:
- Answering telephones, responding to questions and directing to the appropriate person
- Assisting citizens and/or coworkers with questions and directing to the appropriate person
- Processing work flow management (Cobblestone) requests
- Processing purchase orders and invoices for payment, maintaining accurate budget account balances, recording petty cash reimbursements, and related tasks
- Proofreading with accuracy, prioritizing tasks and assignments, and attention to detail
- Maintaining filing system to ensure timely filing of important documents, and scanning documents using Laserfiche, in compliance with the City’s document retention schedule
- Calendaring meetings, appointments, conference calls or other matters in Outlook
- Coordinating travel and conference arrangements/reservations, including travel expense reports
8. Maintain regular and punctual attendance
Other Duties and Responsibilities Incumbent is accountable for all duties of this job, and other projects and responsibilities may be added at the City's discretion.
POSITION REQUIREMENTS/WORKING CONDITIONS/PRE-EMPLOYMENT REQUIREMENTS Required :- Graduation from high school or GED
- Proficiency in the use of personal computer, with emphasis on word processing (40 words per minute with accuracy) using Microsoft Word, Excel, and Outlook
- Knowledge of general accounting procedures
- Working knowledge of modern office practices, procedures, methods, and equipment, and confidential record keeping methods and procedures
Preferred :- Legal assistant or paralegal training, civil law experience, or municipal government experience
Any equivalent combination of education, training, and experience that 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 twenty-five (25) pounds with dollies and carts
WORKING CONDITIONS Work is constantly performed indoors and 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 stress under demanding conditions. The position requires a great deal of communication with City employees, the public, and outside agencies.
Required Materials and Equipment Computer terminal, 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
The City of Westminster offers a comprehensive benefit package including:
- Health and Dental
- Flexible Spending
- Pension/ Retirement Plans
- Term Life Insurance
- Long-term Disability
- Survivor Benefits
- Wellness Program
- Education and Training Reimbursement
- General leave that provides vacation, holidays, and illness leave
For a more detailed overview of our General Non Exempt employee benefit package:
Benefit Package
The City of Westminster does not participate in the Social Security system.In lieu of social security contributions, the city contributes to a 401(a) defined contribution plan on your behalf.
401(a) Contribution Rates:Employee Mandatory Contribution: 11% of your base pay. Contributions are pre-tax and fully vested.
Employer Contribution: 11.25%of your base pay.
Employer Contribution Vesting Schedule - Less than 3 years - 0%
- 3 years- 60%
- 4 years - 80%
- 5+ years - 100%
The City of Westminster provides employees with innovative and practical ways to improve their commute through two key features, EcoPass and Commute Benefits powered by Commutrics. EcoPass provides unlimited trips on RTD's core transit services and Commute Rewards allows you to record your trips and get rewards based on your commute mode.
Closing Date/Time: 6/24/2024 8:30 AM Mountain
