Administrative Coordinator- City Manager's Office

Internal Candidates must apply through Jobs Hub in Workday.

All positions close Friday morning at 12:01am.

Apply to join our team today! 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. 

Are you an organized, adaptable professional who enjoys helping others and keeping things running smoothly? The City Manager’s Office is seeking an Administrative Coordinator to provide administrative, fiscal, and operational support to a dynamic team. If you thrive in a fast-paced environment, have strong attention to detail, and take pride in excellent customer service, we’d love to have you join us!

Essential Job Functions

• Answers the CMO phone extension and voicemail and provides answers to complex questions.

• Provides positive and effective customer service to in-person, phone and online customers.

• Receives, processes and uploads p-card receipts and other required documentation for assigned team members in the CMO. Obtains accounting codes and enters information into the payment net system in accordance with purchasing requirements and deadlines.

• Creates purchase and blanket orders and completes payment of invoices in accordance with purchasing requirements and deadlines.

• Performs office management duties such as receiving and distributing mail, ordering, and maintaining office supplies, and arranging for office equipment maintenance as needed.

• Provides technology support and sets up for meetings occurring in conference room spaces in City Hall and other City facilities. Stays up to date with conference room technology, confirming meeting requirements and preparing conference rooms accordingly

• Provides administrative support, as needed, to managers within the CMO including scheduling meetings, events, travel, and appointments with internal and external stakeholders.

• Updates and maintains CMO organization charts and phone lists in both electronic (Inside Arvada) and paper formats.

• Assist with Ask Arvada data entry as needed.

• Serves as a resource for employees and citizens, responding to a variety of questions and requests for information. Directs or transfers inquiries to City team members as appropriate.

• Assists and/or provides backup support for Administrative Supervisor on tasks and projects as assigned.

• Assists with City and City Manager's Office projects or special events as assigned.

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

• Ability to work an 8am-5pm Monday-Friday in person schedule.

Other Job Functions

• Performs other duties as assigned.

 Knowledge Skills and Abilities

• Strong ability to stay organized and be flexible under rapidly changing conditions.

• Solid knowledge and experience in all facets of office administrative practices.

• Solid experience with word processing and spreadsheets and specialized software skills required to perform the duties of the position.

• Ability to learn about the City systems, policies, procedures, etc. 

• Ability to exercise considerable judgment, tact, discretion and confidentiality.

• 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.

• Ability to prioritize and work on multiple tasks with strong attention to detail. 

Knowledge Skills Abilities Preferred

• Extensive knowledge of Google Suite.

Education Degree

• High School/GED

Education Required

• Yes

Work Experience Related

• Three (3) years of progressively responsible experience providing a high level of administrative support and coordination in a busy office environment.

Work Experience Preferred

• Prior experience working in a City Manager’s office or government experience is helpful.

Other Qualifications

• Must pass a criminal background check and a driving record check, if required by the position.

Physical Demands

• Minimal physical effort typically found in clerical work. Primarily sedentary, may occasionally lift and carry light objects. Walking and/or standing as needed and minimal.

Hazards

• Minimal exposure to hazards are typically found in general office environment where there is rarely to no exposure to injury or accident.

Work Environment

• Exposure to routine office noise and equipment.

The City of Arvada offers a robust Total Rewards package. To find out more details, select here.

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.

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. 

The City is an Equal Employment Opportunity Employer.