Salary: $27.91 - $37.68 HourlyLocation : CO, COJob Type: Full-TimeJob Number: 202400099Department: HousingOpening Date: 10/15/2024Closing Date: 11/10/2024 11:59 PM MountainFLSA: Non-ExemptSalary Grade: (Min $27.91, Mid $32.80, Max $37.68)Hiring Range: $27.91-$32.80Job Application Fairness Act: Fairness Act Colorado Residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.Situated at 9,545 feet above sea level in the heart of the breathtaking San Juan Mountains of southwest Colorado, The Town of Mountain Village was incorporated as a home-rule municipality in San Miguel County in 1995. Mountain Village is home to roughly 1,400 year-round residents and to the world-renowned Telluride Ski Resort.At the Town of Mountain Village, we take pride in fostering an authentic and healthy community and workplace, where collaboration and respect are at the core of everything we do. As we continue to grow, we are seeking dedicated individuals who share our passion for creating a world-class resort community while preserving the natural beauty that surrounds us. Our mission is not only to be a market leader but also to be an employer of choice through career growth and opportunity, competitve wages and an excellent well-rounded benefit package.If you share our vision for a better community, we invite you to explore the exciting job opportunities available. Join our team and be a part of shaping the future of Mountain Village! Learn more at townofmountainvillage.com/careers Job Summary Job Title: Administrative Assistant II Town Hall & Housing FLSA: Non-Exempt Salary Grade: 13 (Min $27.91, Mid $32.80, Max $37.68)Deadline to apply is Sunday, November 10, 2024.Applications will be reviewed November 11-13, 2024. Interviews will be held on 11/20/2024, 11/22/2024 and 11/25/2024. NATURE OF WORK:Under general supervision of the Housing Director performs a wide variety of administrative duties of a highly responsible professional nature in a detail-oriented environment supporting the administrative functions of Town Hall and the Housing department. Is responsible for public service functions acting as receptionist for the front desk of Town Hall and provides administrative support for the housing department. Creates a welcoming and professional atmosphere by being approachable, friendly, proactive, optimistic, and supportive and is flexible to meet the needs of the public and organization. Essential Functions DUTIES AND RESPONSIBILITIES:
- Manages front desk of Town Hall for all departments. Answers incoming phone calls, determines most appropriate respondent to questions and routes calls to appropriate departments. Takes messages for various departments. Greets visitors, vendors, merchants and employees providing customer service to all and provides factual information which may require the interpretation of policies and procedures; provides assistance or technical information of a specialized nature regarding departmental/Town policies, procedures and other program details to visitors, the general public and employees.
- Performs a variety of administrative support functions for a division or division managers, responds to inquiries requiring specific knowledge of division's operations, uses all forms of office equipment. Performs typing, filing, and copying activities for various departments.
- Collects, organizes, sorts, and delivers mail and packages.
- Assists with making travel and conference arrangements, and scheduling meetings and appointments for the Town manager's office.
- Assists the Housing Director with the administration of all rental and for sale housing applications and compliance in Mountain Village.
- Assists the Housing Director with the administration and proof-reads all legal housing paperwork prior to recordation with the title company.
- Assists the Housing Director with monitoring and ensures compliance with recorded deed restrictions and efficiently and effectively implements compliance processes.
- Assists the Housing Director with ensuring accurate, updated and complete records of deed restricted units within the Town of Mountain Village are reported and maintained by the Housing Administrator.
- Assists the Housing Director with scheduling open houses, communications and lottery processes.
- Transfers data from paper format to computer files or databases using various office equipment for various departments (i.e., document scanning). Will sort and organize these files as instructed by the department manager.
- Prepares a variety of correspondence, legal documents, meeting minutes, reports, articles, newsletters technical specifications, and memoranda, where knowledge of format, correct English grammar and presentation is necessary; ensures that correspondence, contracts, agreements and all other documents are prepared accurately and in accordance with department standards; maintains departmental files, records and documentation as instructed.
- May track work orders, equipment inventory information, statistical data, and other departmental information as instructed.
- Generates, prepares, submits, and maintains a variety of reports for area of assignment.
- May order office supplies and/or departmental equipment; maintains supply inventories. Coordinates the maintenance and repair of office equipment. Maintains a clean and neat front desk and lobby area.
- Acts as a liaison, between Mountain Village and its residents and guests, subcontractors, vendors, and merchants giving direction and assistance as needed.
- Promotes and observes safe work methods and uses safety equipment; secures work sites as necessary; may attend safety committee meetings, actively participates in and may conduct tailgate trainings
- Contributes to the efficiency and effectiveness of the department's service to its customers by offering suggestions and directing or participating as an active member of the team.
- Actively works to progress the Town's goal of zero waste and carbon neutrality by minimizing unnecessary consumption (of energy, water, paper, plastic, ink, etc.), seeking environmentally preferred products (e.g., reusable, recycled content, non-fossil fuel), and supporting environmental initiatives through participation, promotion, and accurate storytelling.
- Other duties as assigned DISTINGUISHING CHARACTERISTICS:Admin Assistant II is distinguished from Admin Assistant I in that Admin Assistant IIperforms a full range of highly responsible Housing administrative duties and performs a greater difficulty and diversity of the Administrative tasks; may provide assistance with coordinating departmental work activities and/or training assigned personnel. This position is specific to Town Hall, Assistant Town Manager and Housing departments.
Minimum Qualifications MINIMUM QUALIFICATIONS:High School Diploma or G.E.D and a minimum of three (3) years of previous administrative/secretarial and customer service experience, or an equivalent combination of education, training and experience; demonstrated use of various office equipment and computer skills in working with word processing, spreadsheet and email software.Licenses/Certification(s):Valid Colorado State Driver's License required. Notary Public is desired and is required to obtain within one year of hire date. Knowledge, Skills & Abilities Required KNOWLEDGE, SKILLS & ABILITIES REQUIRED:Knowledge of: Standard office practices and procedures; business arithmetic; appropriate business English, including spelling, grammar and punctuation; techniques for dealing with the public, in person and over the telephone; standard computer software applications; basic accounting principles; operations relative to area of assignment; cash handling methods; customer service standards and protocol.Skill in: Answering incoming calls and responding to inquiries from customers and the public; assessing and prioritizing multiple tasks, projects and demands; communicate effectively in verbal and written forms; establish and maintain effective working relations with co-workers and representatives from other agencies; make accurate arithmetic calculations; preparing correspondence, minutes, and reports; using initiative and independent judgment within established procedural guidelines; effectively communicating in written and verbal forms, in applying correct English usage, grammar, spelling and punctuation; preparing and writing reports, business correspondence; effectively presenting information and responding to questions from general public and employees.Environmental Factors: Work is performed in a standard office environment. Frequent to constant use of a personal computer. Work may involve competing demands, performing multiple tasks, working to deadlinesPhysical Factors: While performing the duties of this job, the employee is frequently required to sit for extended periods of time and may occasionally be required to lift and/or move items weighing up to 25 pounds.Expectations of All Employees: To support consistent high-quality guest service to everyone in our community, including our co-workers, making Mountain Village a great place to live, work and visit. Colorado Residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.The Town of Mountain Village provides the following benefits: medical, dental, vision, and life ($50,000) insurances, paid 100% for the employee and $60/dependent per month for health insurance. The health benefits are provided with additional (free) add on benefits. Employee assistance program, related services (counseling, financial, legal), and wellness reimbursement program, including obtaining a ski pass to Telluride Ski and Golf Resort are offered.The Town of Mountain Village participates in Colorado PERA Choice, which allows you to choose the plan that is the best fit for your retirement goals. The Town of Mountain Village provides an employer match, up to 5%, toward a PERA 401(k). A PERA 457 voluntary retirement savings plan is also offered. Benefits include paid vacation (approximately 5 weeks) in the first year and 48 hours of sick pay. The position is also offered with short-term and long-term disability, voluntary life insurance, and discounted childcare at Mountain Munchkins.Part-time employees who work an average of 20 hours per week receive an employee assistance benefit, retirement options offered by Colorado PERA and 48 hours of sick pay. To learn more details, visit our