2022 Salary Range: $17.44 - $23.54 hourly

2023 Salary Range: $19.56 - $25.48 hourly

*The above salary range will be in effect as of January 1, 2023*

Job Summary:

This position is responsible for a high level of administrative support to the Community Safety Division. Supports the functional area in preparing and distributing agendas for various internal and external meetings; taking and preparing detailed meeting minutes or notes; tracking and issuing burn permits; typing and compiling reports and correspondence; maintaining consistency in processes; billing for services. Supports researching projects/special projects/fire suppression / alarm plan submissions for completeness; maintaining data in organizational systems, filing, answering telephones; responding to internal and external customers.

Experience, Knowledge, Skills:

• High School diploma or equivalent.

• General knowledge of procedures, practices or operations required.
• Able to follow detailed instructions.
• May require typing or bookkeeping skills, operation of several single purpose power tools/machines or equipment involving specialized training.
• Entry level knowledge of complex software.
• May prepare routine reports or correspondence.
• Typically, on-the-job training of processes and procedures.

Essential Functions:

• Administrative Assistant to the Fire Marshal, Deputy Fire Marshal, Fire Inspectors, and other personnel in Community Safety Division - Open, review for completeness and disseminate fire specific plan submissions to the appropriate department personnel. Meet and greet internal and external customers.
• Administrative Work - Process accounts payables/receivables, Visa card transactions and assign accounting strings, and edit monthly Visa purchases for all team members of the Community Safety Division; process mailings, monitor and order office supplies and copy paper, customer service, both in person and on the phone via the Community Safety Division’s main incoming phone line.
• Assist in data collection and preparation of monthly reports.
• Burn Permit Processing - Review burn permit applications and process the permit in the current department records management system via workflow software and deposit all City application fees to the Finance Department; monitor and maintain the burn permit data base; prepare communications for applicants.
• Records Management - Electronically record documents; process data and information requests; prepare agendas, minutes, presentations; secure & prepare meeting agendas, minutes for permanent retention (scanning, indexing, etc.); back-up to search, retrieve/track files in and out of Central Records within a variety of file structures, communicate status of availability to customers for pick up, scan, and transmit certain documents to customers.
• Communication: Accepting applications, plan submissions, accepting fees, notification of requirements for submissions, process non-emergency service requests. Securing Visa transaction receipts, troubleshooting charges & appropriate BUNs. Confirming receipt of information, forwarding citizen calls, requesting assistance. Typically seeking assistance, asking for information, complaints, checking in for interviews, submitting applications. Pay for Department charges, special orders, researching prices.
• Problem solving and decision making: Work tasks are not completely defined by comprehensive procedure; rather there may be limited, clear variations of precedent or alternative, defined solutions that should be considered. Latitude is expected to consider the most appropriate procedure or precedent to follow. Examples: Customer or citizen requests on the phone and in person - on a regular basis customers come in and have requests that are not a City of Greeley issue or service, so the person in this position is expected to independently think about options and ideas for how to get the information requested and/or get the customer to the right place. Screening of phone calls is routine as well to redirect questions to the appropriate staff or agency. Additionally, tasks are given that require some independent thought and creativity about how to reach the desired outcomes, and sometimes there is no precedent; it may be the first time this task has been assigned.

Work Environment and Physical Requirements:

• Light to moderate physical effort that includes frequent standing or walking or maintaining arms and hands in the same position for repetitive tasks. Frequently works with light objects and light hand tools.

• Examples: Tasks in the preparing supplies for education events involve climbing a tall ladder to look for and retrieve boxes, files, and records. May rearranging files, supplies, and records in storage areas to help make room for incoming documents or items. Additionally, there is a lot of excessive moving and lifting during records destruction projects. Occasional lifting of up to 50 lb. boxes of records and files.

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 .