Job description
Description
The City of Boulder is a great place to live, work, grow and play.
With over 300 miles of dedicated bikeways and more than 150 miles of hiking trails, Boulder values active lifestyles and access to nature. Forty-six thousand acres of protected land provide open space for passive recreation, natural environments, and a green belt around the city. With world class restaurants and art and music venues, The City of Boulder values diverse culture.
Respect is one of our five City Values (including Customer Service, Collaboration, Integrity, and Innovation) and we are committed to equity, diversity, and inclusion. We celebrate and support our differences across all spectrums, including but not limited to ethnicity, gender, age, disability, and sexuality. Through our focus on Racial Equity, our employee benefits, and the many programs resources we offer our staff, we continually strive to weave respect for one another into the fabric of our organization.
Add your voice and talents to the City of Boulder and help us grow in service excellence for an inspired future.
OVERALL JOB OBJECTIVE:
Under general supervision of the Chief Financial Officer or Deputy Finance Director, this position coordinates and performs a variety of administrative, financial, and technical support functions in the finance department, with outstanding customer service to internal and external customers. This position also plans, organizes and manages team or department events and department scheduling. The finance department is a full-service financial function department supporting all departments of the organization and the business community with the following functions: accounts payable/receivable, accounting, treasury, financial reporting, payroll, purchasing, budget, risk management, tax operations and audit and regulatory licensing. Deliver direct professional and courteous customer and staff support in the administration of division or department activities. Provide detailed administrative, financial, and technical support; and perform related duties as required in a team environment.
The City of Boulder is an organization that supports equity for all, leading with race, so that a person’s identity or identities is not a predictor of outcomes. A successful candidate will help make progress toward the City’s equity goal, cultivate an inclusive work environment, and be able to work well with people of different identities, backgrounds and perspectives. Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We encourage everyone who meets the basic requirements of the position to apply. If you have transferable experience, please tell us about it!
This position is eligible for the city’s hybrid work policy, requiring in person work on average two days per week in a modern workspace with a variety of workspace offices including offices, shared spaces and collaboration spaces and up to three days work from home. The city’s workplace feel is casual and in line with organizational goals of health and wellness, supports walking or hiking meetings. The team culture is highly collaborative, with everyone eager to lend a hand whenever need.
The starting pay for this position is $29.50 - $36.10 hourly, commensurate with experience.
KEY COMPENTENCIES:
As an executive assistant to finance department leadership team, an executive assistant should have and utilize the following competencies:
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Organization : Marshals resources and orchestrates multiple activities at once to accomplish goals. Uses resources effectively and efficiently, arranges information and electronic files in a practical and useful manner.
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Comfort Around Management: Reaches out to and resolve issues or needs with managers without undue tension and nervousness while understanding how managers think and work.
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Customer Focus and Resolution : Meets customers' needs through effective relationships and respect; researches customers' needs and engages in creative thinking to develop service improvements or provide alternatives. Proactively identifies ways to improve services to both internal and external customers.
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Innovation Management: is good at bringing creative ideas forward and projecting how they might be received; can facilitate effective brainstorming.
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Organizational Agility: understands how to get things done in the organizational or planning environment. Uses interpersonal skills and relationships to work through available processes and resources, using both informal and formal channels to achieve results.
DUTIES AND RESPONSIBILITIES:
Act as an ambassador for the finance department and the city.
1. Provides administrative and staff support to the department. This may include, but is not limited to the following:
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Provides excellent customer service with a high degree of professionalism while interacting with customers, staff, appointed or elected officials, and the public to resolve problems, answer questions and provide general information.
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Responsible for knowing and complying with all city and department policies, participating in professional trainings and development, and adhering to attendance and workplace attire policies.
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Coordinates facility rentals, meetings and/or events, assists with phone and/or email communications, conducts research and prepares reports. Possesses highly developed understanding and familiarity with city codes and regulations.
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Organizes, coordinates and assists with projects, conferences, events, and meetings for city staff, advisory groups, providers, and other customers.
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Assists management team with scheduling large meetings and compiling of information for and from large meetings.
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Provides general assistance to the Finance management team with respect to schedule management, e-mail management, printing management (business cards, budgets, CAFRs, etc.), office supply management and records management.
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Coordinates onboarding and off-boarding of department staff.
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Oversees department facility and furnishings management and maintenance including office furniture, phone system, computer inventory, repairs and renovations, and building storage.
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Coordinates accurate and timely entry of department requisitions into the financial system for purchases of goods and services.
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Coordinates submission of department agenda item memos, agendas, study session materials/packets, information packs to advisory boards. Responsible for request submissions, council deadlines.
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Assists with posting and maintenance of department website content.
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Answers finance main phone line and assists customers by connecting them with subject matter experts to address their finance-related inquiries.
2. Conducts detailed research, organizes data, and applies experienced judgment in evaluating information and alternatives. This may include, but is not limited to the following:
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Acts as an information resource by coordinating preparation of reports, analyzing data, and identifying solutions. Maintains accurate record keeping in databases.
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Reviews and coordinates entry of invoices into the financial system for payment.
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Knowledge of City systems and databases for developing reports and responding to record requests.
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Resolves inquiries and problems and provides training and information for employees.
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Coordinates with other city departments in organizing citywide projects.
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Supports department initiatives, projects, and special committees.
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Seeks and identifies opportunities for process improvements. May provide leadership on implementation of new processes and procedures.
3. Act in a manner that support a strong finance team and a strong organization. Develops behaviors and skills of a team player that carries their share of the workload, is open to new ideas and change. This includes, but is not limited to the following:
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Maintains a high level of professionalism, integrity, and communication with other staff members and with the public.
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Pursues professional growth to attain the proficient technical skills.
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Develops soft skills that are essential for high value team positions.
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Supports the City of Boulder vision.
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Behaves in a manner consistent with the City of Boulder values.
4. Other
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Performs additional duties as assigned by immediate supervisor and as required to meet the needs of the city.
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Takes proper safety precautions to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Uses all required safety equipment and follows all safety regulations, policies, and procedures. Reports all accidents and damage to city property.
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Knows and complies with all city and department policies; participates in professional trainings and development; and adheres to attendance and workplace attire policies.
Generally, duties and responsibilities are listed from most to least critical or time consuming.
ORGANIZATION STRUCTURE:
(1) TITLE OF IMMEDIATE SUPERVISOR: Chief Financial Offices
(2) TITLE(S) OF POSITIONS OVER WHICH THIS POSITION MAY HAVE DIRECT SUPERVISION: N/A
REQUIRED MINIMUM QUALIFICATIONS:
High School diploma or equivalent, and a minimum of seven years of progressively responsible administrative office experience. Or equivalent combination of experience and education. Ability to maintain a high degree of confidentiality. Work experience demonstrating ability and initiative to work independently with minimal supervision, to prioritize/complete tasks and workload while working under pressure in a fast-paced environment, to pay close attention to detail. Excellent reporting and administrative writing skills, computer skills including databases, spreadsheets, word processing. Customer service, receptionist, and cash handling experience. Demonstrated excellent interpersonal skills, including the ability to establish and maintain effective working relationships with diverse people in an organizational context.. Have and maintain acceptable background information including criminal conviction record.
DESIRED QUALIFICATIONS – In addition to the required minimum qualifications:
Associate degree. Experience performing high level office administration and financial support tasks or working directly for an executive preferably with municipal government functions and processes. Financial, administrative or accounting experience in a municipal setting.
WORKING CONDITIONS - Required Physical and Mental Effort, and Environmental Conditions:
Physical and Mental Effort: Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and/ or operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions.
Work Environment: Works primarily in a clean, comfortable environment. Works in a setting subject to continuous interruptions and background noises.
Machines and equipment used include, but are not limited to the following: Frequently uses standard office equipment including personal computers, telephones, and multi-function printers.
ACCOMMODATIONS: Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
The City of Boulder provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, national origin, disability, genetic information, age, or any other status protected under federal, state, and/or local law.
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