Administrative Assistant I - Risk and Safety - City of Greeley

Salary Range: $18.17 - $22.74 Hourly

Job Summary:

The Risk & Safety Administrative Assistant I administers a comprehensive city-wide, pre-employment screening and the Department of Transport Random testing program. Responsibilities include significant interface with employees, providers, and third-party administrator. This position reports directly to the Risk & Safety Manager.

Experience, Knowledge, Skills:

Minimum Requirements:

• Specialized training beyond high school normally gained in a program of less than 18 months duration.

Preferred:

• None

Knowledge, Skills, and Abilities:

• Knowledge of the business and organizational structure of Colorado municipalities.
• Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal.
• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems.
• Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others.
• Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly.
• Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings, and make decisions.
• Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness.
• Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments.
• Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results.
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed.
• Ability to self-start and take initiative in completing daily tasks and special projects.
• Ability to focus on activities that have the greatest impact on meeting work commitments.
• Ability to establish and maintain partnerships with a variety of internal and external constituencies.
• Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages.
• Ability to navigate a complex political environment.
• Proofreading, grammar, punctuation, and formatting skills, including the ability maintain consistency and be cognizant of and address details.
• Ability to interpret and apply complex rules and regulations.
• Ability to handle and maintain sensitive and confidential material.
• Ability to be cognizant of and address details.
• Ability to organize, plan, and execute logistics tied to meeting and/or event planning.
• Ability to maintain accurate and detailed records and record keeping systems.
• Ability to prepare reports, briefings, and presentations in a variety of formats (e.g. verbal, written, visual, etc.).
• Knowledge of customer service principles and best practices, including customer needs assessments, meeting quality service standards, and evaluating customer satisfaction.
• Knowledge of incident response and handling methodologies.
• Customer service skills, including the ability to actively listen, address customer needs, defuse tense situations, and maintain an open, flexible, and friendly demeanor.
• Ability to deliver a high level of commitment to customer service.
• Ability to respond to requests in a timely manner.
• Ability to present oneself professionally in appearance, demeanor, and effort.
• Ability to effectively collaborate with team members in-person and remotely.

Essential Functions:

• Assists in the development and implementation of goals, objectives, and work standards for the Risk & Safety Division.
• Coordinates and implements case management files relating to pre-employment screening in conjunction with the third-party administrator.
• Reviews and prepares quarterly pre-employment reports and data for the Risk & Safety Manager.
• Processes preemployment background screening, motor vehicle reports, drug screens, and physicals.
• Maintains updated knowledge on the implementation of motor vehicle records program.
• Communicates with the Risk & Safety Division when required should issues arise around pre-employment screening.
• Plans and coordinates the Department of Transport’s (DOT) Random Drug Testing program for the organization.
• Builds, maintains, and manages relationships with internal stake holders and third-party vendors.
• Collaborates with and assists the City Attorney’s Office (CAO) on pre-employment data when required.

Supervisory Responsibilities

• None

Work Environment and Physical Requirements:

Work Environment:

• Work is primarily performed in an office environment.
• Frequent contact with employees and the public, both in person and on the telephone.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee is occasionally required to stand.
• The employee must occasionally lift and/or move up to 50 pounds.
• The employee must be capable of donning Structural Firefighting PPE.
• Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.
• Vision enough to read computer keyboards, reference books and other written documents.
• Communication skills sufficient to convey information to the public via telephone and in person.
• Manual dexterity sufficient to accurately input, retrieve and verify work assignments.

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: 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.