Description
Job Summary:
The Senior Administrative Assistant performs high level administrative, business, and operational support for the Finance Department. This position coordinates budgeting, purchasing, contract administration, scheduling, records management, clerical support, board/commission support, and departmentwide communication functions. The role serves as a central point of contact across the department and ensures efficient, accurate, and consistent business operations.
The salary range for this position is $28.85- $40.40 per hour with a hiring range of $28.85 - $34.63, depending on qualifications and experience.
This opportunity will be available to applicants until Thursday, 8.13.26 at 12:00 P.M. M.S.T.
A current resume, and a cover letter are required.
Ready to take your experience and skills to the next level? If you're passionate about accuracy, integrity, collaboration and making an impact for the local community, come work with a dynamic, talented, and supportive team and expand your knowledge of governmental finance!
Apply today to join more than 800 employees who work to meet the core values of:
Accountability & Integrity
Transparency & Honoring the Public Trust
Collaboration, Innovation
Safety
Excellent Service with Courtesy and Kindness.
Our employees enjoy a competitive benefits program, various opportunities for growth and development, and an exceptional work-life balance. Please view our video Working at Loveland (https://youtu.be/Ds-iL_GT0tw) to learn more about our exceptional Loveland community and the benefits of working for the City.
Essential Functions:
Budget, Financial, and Purchasing Support
Collects, inputs, reconciles, and analyzes financial data for preparation of departmental reports and budget updates.
Assists in preparing annual budget requests and inputs data into the financial software system.
Budget, Financial, and Purchasing Support
Collects, inputs, reconciles, and analyzes financial data for preparation of departmental reports and budget updates.
Assists in preparing annual budget requests and inputs data into the financial software system.
Processes purchase orders, invoices, check requests, petty cash, vouchers, payments, and refunds as needed.
Manages purchasing card review, approvals, and dispute resolution.
Maintains financial records for all assigned funds across the consolidated department.
Manages inventory and selects/purchases office and operational supplies in accordance with City accounting practices.
Contract Administration
Manages departmental contract administration, working with City Attorney, and City Manager to ensure accurate implementation, renewals, and compliance.
Supports specialized contract needs in coordination with Purchasing, including software, point of sale systems, etc..
Payroll & HR Systems Support
Ensures timely processing of timecards and provides follow-up and support to staff and supervisors.
Enters new employee information, tracks employee changes, and generates required reports.
Administrative, Clerical & Operational Support
Schedules meetings; prepares agendas, meeting notes, and departmental communications; updates procedures and manages filing systems.
Provides frontline response to public and internal inquiries regarding programs, policies, operations, and projects.
Supports office management including supply management, breakroom upkeep, , and customer service responses as needed.
Prepares and coordinates City Council packet items.
Manages department USPS bulk mail permit, FedEx/UPS services, and mail distribution.
Boards, Commissions & Leadership Support
Serves as secretary to applicable Finance commission preparing agendas, minutes, packets, and maintaining regular communication with members.
Supports and manages technical capabilities during meetings, ensuring smooth operation and quick issue resolution.
Participates in leadership team meetings and supports project coordination.
Departmental Communication, Website & Public Information Support
Assist with CORA requests for the department.
Maintain department Sharepoint sites and assist the Communications Department with website updates as needed.
Facility, Event, and Operational Coordination
Coordinates facility use, rentals, scheduling, and support for department events and meetings.
Supports special events and interdepartmental initiatives as needed.
Supports weekly deposits and resolves issues with Accounting/Purchasing.
Data, Reports & Special Projects
Gathers and compiles data; prepares reports, summaries, and recommendations for leadership teams.
Monitors, facilitates, and compiles data and prepares reports as requested or required for Finance.
Other Job Functions:
Assists in special projects, department functions, meetings, and events as assigned.
Performs other duties as assigned.
Qualifications:
Education:
High School graduate or GED required.
Associate Degree or higher preferred.
Experience:
3 years experience pf progressively responsible administrative, clerical, and/or financial experience required.
Experience in public facility and/or municipality environment preferred.
Certifications
Notary Public certification preferred.
Knowledge, Skills, and Abilities:
Knowledge of budgeting, financial tracking tools, and City financial/payroll systems.
Knowledge of contractual agreements and purchasing practices.
Strong written and verbal communication; ability to interact professionally with staff, volunteers, boards, and the public.
Ability to plan, organize, and manage multiple tasks in a fast-paced environment while meeting deadlines.
Ability to discern and maintain confidentiality.
Competence with Microsoft Office, Excel, PowerPoint and database-driven systems; ability to learn new technologies.
Ability to compile and analyze data and prepare accurate reports.
Ability to develop efficient administrative processes and solve operational problems independently.
Physical Demands and Working Conditions:
Constant exposure to routine office noise and equipment.
Frequent m inimal physical effort typically found in clerical work. Primarily sedentary, may occasionally lift and carry light objects. Walking and/or standing as needed and minimal.
Occasional l ight 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.
Occasional exposure to hazards typically found in general office environments where there is rarely to no exposure to injury or accident.
This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.
With over 300 days of sunshine, and just 30 miles from Rocky Mountain National Park in the heart of northern Colorado, Loveland is an ideal community for anyone to call home. Known as the Sweetheart City, this vibrant cultural hub is home to nearly 500 sculptures and public art installations, the world-famous Valentine Remail Program, and picturesque views of the Rocky Mountains. The community is bustling with a thriving arts, brewery, foodie, and shopping scene. Enjoy headliner concert and theatre productions, professional hockey events, endless community recreation and open space opportunities, art and sculpture shows, and several local festivals. Loveland also boasts an award-winning golf course and an inclusive library and community center. Loveland, Colorado has EVERYTHING YOU LOVE!
In 2020, Loveland was the only Colorado City to win the Governor's Award for Downtown Excellence, is the top residential recycling City in the state for 4 consecutive years and has been ranked as one of the top places to live, work and raise a family in the U.S. and as one of the Most Idyllic Picturesque towns in America.
A vibrant community, surrounded by natural beauty, where you belong!
Benefit Eligible Benefits Package Includes:
Two (2) Medical plans, Dental, Vision (for self/ spouse/ children)
A Dedicated, exclusive Employee Health and Wellness Center
Discounted Chilson Center passes
Paid vacation, holidays, floating holidays, and medical leave
Flexible spending including Dependent Care
Life Insurance, AD&D, Short-term and Long-term disability, and voluntary Critical Illness Coverage
Retirement 401a, 457, Roth (pre-& post tax) and company match
A Comprehensive Employee Assistance Program
Voluntary 529 College Invest program
Tuition Reimbursement
Employee Referral Program
Personal and Professional Development opportunities
Employee Recognition Program
Exceptional work-life balance
Market based pay & regular performance reviews
Local Government employment is eligible for Public Loan Forgiveness Program
Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions.
City of Loveland job descriptions are designed to describe the general nature and level of work necessary to perform well in the job; they are not intended to provide an exhaustive list of responsibilities, skills, and qualifications. City of Loveland job descriptions may be updated periodically, and additional activities, duties or responsibilities may be assigned by management as deemed appropriate.
The City of Loveland provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, disability, genetic information, age, or any other status protected under federal, state, and/or local law.
The City of Loveland participates in E-Verify. In accordance with E-Verify requirements, upon your date of hire the City of Loveland will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. E-Verify Notice of Participation. (https://www.lovgov.org/home/showdocument?id=58934&t=638239815003552559) Learn more about your right to work. (https://www.lovgov.org/home/showdocument?id=58936&t=638239815367780509) Visit E-Verify.gov (https://www.e-verify.gov/employees) for more information.
Employment offers will be conditional on the successful completion of a background check.
Qualifications
Education
Required
High School or better
Licenses & Certifications
Preferred
Notary
Experience
Required
3 years: Experience of progressively responsible administrative, clerical, and/or financial support experience.
Preferred
Experience in a public facility and/or municipality environment.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
