JOB SUMMARY

The Senior Assistant provides advanced administrative support to a Department Director or Chief and their support team, serving as a key partner in facilitating daily operations, internal coordination, and external communications. This position is responsible for managing schedules, preparing high-level documentation, supporting budget activities, tracking departmental initiatives, and ensuring timely follow-through on priorities. The Senior Assistant exercises discretion and sound judgment while working with confidential information and is often involved in leadership-level projects and discussions. The role requires strong organizational skills, attention to detail, and the ability to communicate professionally across all levels of the organization. This position may provide guidance to other administrative staff.
Note: This position may be assigned to a variety of City departments based on operational needs and departmental structure.

QUALIFICATIONS

• High school diploma or GED preferred; relevant administrative or computer-based experience may substitute.
• Five (5) years of general clerical, administrative, or customer service experience required.
• Requires a Notary Public designation or the ability to obtain within 12 months of hire date.
• Requires the following ICS Certifications: IS-100 and IS-700, or the ability to obtain within 12 months of hire date.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and standard office equipment.
• Strong written and verbal communication skills.
• Ability to type and enter data accurately and efficiently.
• Ability to work independently and collaboratively in a fast-paced office environment.
• Requires a valid Colorado driver’s license or have the ability to obtain one within 60 days of hire.

REQUIRED CAPABILITIES

• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• To perform the essential job functions and to ensure the safety of themselves, their coworkers, and the public, employees must have the ability to regulate attention; to plan; to understand, remember, and apply information; to effectively interact with others; to concentrate and maintain pace; and to adapt or regulate one’s behavior.
• Ability to proficiently read, speak, and understand English. Proficiency in non-English languages is highly valued.
• Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Demonstrated strong verbal and written communication skills, analytical skills, statistical and mathematical abilities and interpersonal skills. Ability to read and interpret documents such as safety rules, operating maintenance instructions and procedure manuals. Ability to write complex reports and distill information for many audiences.
• This position requires close, distance and peripheral vision.
• Ability to hear an average conversational voice in a quiet room, using one or both ears, at a distance of six (6) feet. Ability to hear sounds and signals indicating work and safety necessities.
• This position requires standing, walking and sitting for periods of time. Utilization of hands and fingers to operate office computer keyboard and equipment required. Must be able to reach with hands and arms, and stoop, kneel or crouch if needed.
• Must be able to lift up to thirty (30) pounds as needed and frequently lift up to fifteen (15) pounds.
• This position requires effective proficiency in the use of computer software and applications, office equipment, and professional telephone use. The ability to adequately type quickly with few to no errors is also very important. This position will often require multi-tasking in the use of computer, phone, and office equipment while interacting with clients. Candidates for this position may be required to take and pass technology proficiency assessments prior to employment.
  ** This non-exempt position will be open from August 27, 2025, through September 5, 2025, or until the position is filled. *

DUTIES AND RESPONSIBILITIES

• Provides confidential and high-level administrative support to a Department Director or Chief and their team.
• Coordinates calendars, schedules appointments, and manages meeting logistics, including agenda preparation, meeting materials, and minute-taking.
• Serves as the department’s administrative liaison to other City departments, external agencies, vendors, and community stakeholders.
• Drafts, edits, and prepares reports, presentations, correspondence, memos, and other executive-level documentation with attention to tone, clarity, and accuracy.
• Tracks departmental projects, assignments, and deadlines to ensure timely follow-up and accountability.
• Supports departmental budget functions by reconciling accounts, monitoring expenditures, preparing purchase documentation, and coordinating with Finance.
• Coordinates travel, registrations, and reimbursements for departmental leadership or designated staff.
• Oversees departmental document management, including digital and physical records, confidential files, contracts, and retention schedules.
• Assists in policy and procedural development by organizing drafts, gathering data, and formatting final documents for approval and dissemination.
• Serves as a departmental contact for service requests, public inquiries, and issue resolution, ensuring prompt and professional responses.
• Supports coordination of departmental outreach efforts, special projects, and events.
• Maintains a high level of confidentiality and exercises sound judgment when handling sensitive information or participating in leadership discussions.
• Supports or leads departmental contributions to City committees, initiatives, and interdepartmental collaborations.
• May provide direction to junior administrative positions within the department.
• Builds and maintains effective working relationships with coworkers, leadership, and external contacts.
• Performs other duties and special projects as assigned by a Department Director or Chief.

SUPERVISOR DUTIES

While this position does not inherently include supervisory responsibilities, the Senior Assistant may be delegated supervisory duties over administrative or support staff within the department at the discretion of the Department Director or Chief. In such cases, the Senior Assistant may provide guidance, assign tasks, oversee workflow, and support performance feedback and training. These responsibilities will depend on departmental structure, staffing levels, and operational needs. Regardless of supervisory status, the Senior Assistant is expected to model professionalism, initiative, and a collaborative work ethic, contributing to a respectful and effective team environment.