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Executive Asst III

Expired Job

City And County Of Denver Denver , CO 80201

Posted 4 months ago

About Our Job The Auditor's Office, an independent agency of the City and County of Denver, is seeking qualified candidates for the position of Executive Assistant III to support the elected Denver Auditor and his executive team in the Management Services division.
This position reports to the City Auditor, and requires excellent professionalism, communication, organizational and interpersonal skills, as well as current technological proficiency in Microsoft Office.
The Auditor's Office mission is to deliver independent, transparent, and professional oversight in order to safeguard and improve the public's investment in the City of Denver.
Our work is performed on behalf of everyone who cares about the City, including its residents, workers, and decision-makers.
Learn about the Auditor's role and the responsibilities of the Auditor's Office at DenverAuditor.org.
This position is primarily responsible for providing top-level executive support and administrative office management to meet the varying priorities and initiatives of the agency.
The Executive Assistant III duties and responsibilities include: Communications and Meetings Serve as the first point of contact for inquiries to the Auditor, field requests, document necessary information, answer phone calls and emails, and represent the Auditor and his team while maintaining an upbeat and professional demeanor.
Manage an annual office calendar and Outlook calendars for Auditor and other executives, including scheduling appointments and resolving scheduling conflicts, fielding meeting requests, and providing meeting documents and reports when needed.
Greet and escort Auditor's and executive team's visitors.
Prepare and distribute department-wide communications to staff as well as to community supporters and stakeholders.
Ensure all stakeholders for internal projects are well informed.
Coordinate officewide special events and meetings, in partnership with Events Committee and other assistants.
Support internal training events as needed.
Coordinate with other office support personnel to provide collaboration and accuracy in office procedures, cross training and coverage.
As needed, communicate with representatives of various city agencies, community/business groups, the public, and/or other stakeholders regarding issues/concerns of major significance and participate on task forces as a management representative.
Information and Workflow Management Support the Executive team workflow, documents, and files - both electronic and paper - in a streamlined and effectively organized manner.
Organize, track, evaluate, and prepare regular compliance documentation or other official documentation for the Auditor and his team.
Maintain a comprehensive and well-organized list of all upcoming meetings, projects, and commitments for the Auditor and other Executive Team members.
Provide requested information to staff and public where judgment, knowledge and interpretation of policies, regulations, agency functions and programs are required.
Train new employees on internal financial and administrative processes.
Financial and Administrative Evaluate, document, track, and communicate office policies and procedures for efficient and consistent operation and compliance with city rules and requirements.
Maintain compliance records.
Prepare expenditures to be paid accurately following department policies and procedures and in compliance with Fiscal Accountability Rules and office policy.
Coordinate and arrange for all travel needs of the office, which includes event registration, travel reservations and processing travel reimbursements.
Input purchases, purchase orders, contracts, journal entries and other transactions and data into Workday and other systems.
Create, edit, compile, manipulate, and retrieve files and / or data from systems and create reports and reconciliations.
Assist in preparation of the annual budget and related materials.
Make decisions regarding procedural matters within the scope of position's responsibility.
Facility Management Assume responsibility for overall office appearance, operation and improvements.
Coordinate process for requests, reservations, approval and fulfillment for conference rooms, office furniture and equipment, services and supplies.
Place orders with vendors or city resources for office supplies and services and enter invoices.
Coordinate with Human Resources director for new or departing employee equipment.
Manage officewide furniture, equipment and software availability; maintain inventories and reporting requirements.
Manage software updates for shared equipment (i.e.
laptops and portable monitors) Track and coordinate space needs with senior management; facilitate requests to city Facilities and Real Estate departments.
General Skilled in the handling of highly confidential matters related to the agency or departmental policy In all interactions, demonstrates respect for the needs and views of others, contributes to the overall performance of the office.
Listens, supports, and when needed, resolves conflict to help develop a culture of engagement.
Takes on added responsibilities when identified or requested, completes multiple work assignments on time, learns new skills to enhance own work, and teaches others.
Provides support as needed to the full administration and completes other duties as assigned.
Please include a Cover Letter with your application that details your experience as it relates to this position and its responsibilities.
About You We are looking for a highly organized, confident, friendly and professional executive assistant who works in tune with the needs of the Auditor, his executive team, and the agency.
Our ideal candidate thrives on proactively managing a complex set of administrative responsibilities and is adaptable to evolving responsibilities, priorities and deadlines.
Our ideal candidate will be comfortable working independently and will embrace learning new systems and processes.
We realize that your time is valuable, so please do not apply unless you possess the following minimum requirements:
Graduation from high school or GED certificate (while not required, subsequent education and training is preferred, as is proficiency with Microsoft Office suite and Workday) Three years of administrative/secretarial experience which must include one year of experience at the type and level providing support to a manager responsible for large, complex divisions or the highest level manager of a small organization A combination of appropriate education and experience may be substituted for the minimum experience requirement except for the one year of experience at the type and level providing support to a manager responsible for large, complex divisions or the highest level manager of a small organization About Everything Else Job Profile CA2179 Executive Assistant III To view the full job profile including position specifications, physical demands, and probationary period, click here . Position Type Unlimited Pay Range Pay Range $23.01 - $33.59 Agency Auditor's Office Assessment Requirement Administrative Professional The City and County of Denver 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.
For information about right to work, click here for English or here for Spanish.


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Executive Asst III

Expired Job

City And County Of Denver