Executive Aide - City Manager's Office - Deputy City Manager

CITY EQUITY STATEMENT
The City of Westminster welcomes diverse candidates from the broadest base possible. Our goal is to find the best candidate for the job-someone who belongs, not just fits. We value life and professional experiences, recognizing equivalent combinations of knowledge skills and education.

Aligned with our city SPIRIT values, the successful candidate will have a passion and commitment to serving a diverse population of residents and must respect and uphold the principles of justice, equity, diversity, inclusion and belonging.

We encourage you to think broadly about your background and skill set for this role, even if you believe you have a less traditional background than described we invite you to apply.

POSITION PURPOSE / IMPORTANT APPLICATION INFORMATION

This is a highly responsible administrative positionthat assists the Deputy City Managers in duties pertaining to the City Manager’s Office, City Council and Staff. The position is also part of a highly productive administrative team who together serve the staff of the City Manager’s Office, City Council, the Department Heads and senior management teams. The successful candidate must be able to anticipate the needs of the Deputy City Manager in preparation for meetings and events and must be proactive, detail oriented, and enjoy working within an environment that is mission-driven, results focused and community minded. The ideal individual will have the ability to independently exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and possess the ability to maintain a realistic balance among multiple priorities. The incumbent must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This position is specific to supporting the administrative needs of the assigned Deputy City Manager. The schedule for this position is Monday through Thursday, 8:00 a.m. to 6:00 p.m. and Friday 8:00 a.m. to 12:00 p.m. and may require some work outside this schedule.

The full salary range for this position is stated above. The starting range of pay is dependent on qualifications and experience of each individual candidate. The City of Westminster has a Multilingual Stipend Program to encourage, and reward benefited employees who are conversationally fluent in languages other than English. Benefited employees have the opportunity to test their language proficiency skills and qualify for a bi-weekly stipend that will vary based on the employee’s level of proficiency and usage.

ORGANIZATIONAL COMPETENCIES AND CULTURAL VALUES/GENERAL COMPETENCIES

The City's work culture encourages passionate, positive and enthusiastic employees who, along with our City Council and City Manager, are strong supporters of our mission: The City of Westminster provides high-quality core services and fosters resilience in order to promote a safe and thriving community. Westminster is a city of beautiful, safe, well-maintained neighborhoods and destinations with a vibrant, diverse economy, rich and resilient environment and a strong sense of community belonging. Our core values are embodied in our SPIRIT (Service - People - Integrity - Respect - Innovation - Teamwork).

This position supports the goals of the City Manager’s Office (CMO), which supports and is responsive to the citizens, City Council, and overall city organization. Through leadership by example, the CMO progressively manages the City organization, where customer service and empowerment are governing principles, and effectively communicates with internal and external audiences. The CMO is the ambassador of the City and strives to be the best at what they do.

Every employee is accountable to:

• Demonstrate a high level of customer service; encourage others to focus on the customer; foster an environment where customer service is a priority
• Communicate with customers to ensure that, where possible, they are satisfied, and that their needs are being addressed; solicit and evaluate customer feedback
• Act as an ambassador by understanding and fostering the organization's mission and vision
• Exhibit pride in self, the department, the city, and the community; conduct self in a professional manner
• Demonstrate integrity and build trust through credibility, reliability, commitment, loyalty, and ethical behavior
• Address difficult or contentious issues in a constructive manner
• Support/promote change; demonstrate flexibility, and take calculated risks when appropriate
• Participate in personal growth opportunities, and attend trainings designed to enhance capacity to bring new skills and ideas to the job and the organization
• Work to continuously improve the efficiency and effectiveness of the service or product being delivered
• Demonstrate support for team efforts by accepting new roles and responsibilities, and helping others achieve objectives
• Value diversity; demonstrate an awareness of differences; demonstrate sensitivity, and adapt behaviors and communication to accommodate these differences

GENERAL COMPETENCIES
Citywide - Every employee in this position is accountable to:

• Establish effective interpersonal relationships through honest, open communication and follow-through on commitments
• Recognize personal strengths and weaknesses, and target areas for personal self-development
• Demonstrate initiative in performing job tasks
• Exhibit problem-solving skills leading to sound judgment and quality decisions
• Achieve goals, and handle assigned workload and new assignments effectively; demonstrate an ability to work independently
• Communicate effectively with individuals and groups using clear and concise verbal and written communications
• Demonstrate accountability for work, and take ownership in job performance
• Demonstrate concern for the accuracy and quality of work; take steps to correct mistakes and improve the overall product

Job Specific - Every employee in this position must be able to:

• Demonstrate exceptional interpersonal skills and emotional intelligence in order to build positive relationships with City Council, Citizens and Staff
• Demonstrate knowledge of management and executive support practices including ability to anticipate needs, create and follow procedures and possess strong organizational skills
• Ability to operate independently with sound judgment and discernment, plus effectively interact in a team environment
• Must be able to elicit information effectively and convey concise, accurate explanations of ordinances, policies, procedures, and requirements
• Develop work methods and procedures with initiative and good judgment, and use resourcefulness and tact in addressing problems
• Maintain administrative and general records, compose effective correspondence and independently handle routine office management details
• Able to adjust rapidly to reprioritized work schedule
• Engenders confidence and credibility with courage, tact and diplomacy
• Coordinate projects involving multiple individuals in a variety of departments to achieve a quality result or product
• Effectively support the City Manager’s Office Staff and City Council in a proactive, responsive, and organized manner

JOB SPECIFIC FUNCTIONS

Essential Job Functions, Duties, Responsibilities, and Tasks
1. Performs executive level administrative work to support both Deputy City Managers including:

• Anticipates the needs and supports both Deputy City Managers with information and documentation in preparation for meetings and presentations
• Manages calendar of appointments including planning, coordinating and ensuring both Deputy City Manager’s schedules are followed and respected while balancing Staff access to both Deputy City Managers’ time and office
• Assist in the Prep/Set-up/Clean-up of various meetings that are overseen by the Deputy including but not limited to: management meetings and retreats
• Understands and values good local government that is fair, transparent and professional
• Researches, prioritizes, and provides follow-up on incoming issues and concerns addressed to the Deputy City Managers
• Provides a bridge for smooth communication between the City Manager’s Office and City departments; demonstrates leadership to maintain credibility, trust and support with senior management staff
• Works closely and effectively with the Deputy City Manager keeping them well informed of upcoming commitments and responsibilities, following up appropriately
• Builds relationships crucial to the success of the organization
• Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Handles crisis situations with appropriate temperament, decorum and tact, and employs appropriate resources and discernment in bringing them to successful resolution
• Tracks, organizes, and ensures appropriate and timely correspondence to and from the Deputy City Managers that is often confidential in nature
• Arranges complex and detailed travel plans, itineraries, and agendas and completes expense reports
• Maintains discretion and confidentiality and demonstrates loyalty to leadership
• Assists in moving the mission, vision and strategic plan of the City of Westminster forward

2. Effectively communicates information clearly and concisely, verbally and in writing to staff and residents, including extensive document proofreading, editing, and regular management of agenda memo deadlines
3. Supports decisions of leadership that reflect the organizational mission and goals
4. Supports both Deputy City Managers during regular work week as well as evenings and weekends as necessary
5. Works in a team environment to complete assignments in coordination with other support staff, and fill in as needed during absences of co-workers
6. Maintains regular and punctual attendance
Other Duties and Responsibilities
1. Has a valid driver’s license and maintains safe driving record
2. Operates personal and/or City vehicle in pick-up and delivery of mail or other items at various locations as needed
3. Researches information as needed
Incumbent is accountable for all duties of this job, and other projects and responsibilities may be added at the City’s discretion.

POSITION REQUIREMENTS/WORKING CONDITIONS/PRE-EMPLOYMENT REQUIREMENTS

Education, Experience, Skills, Formal Training, Licenses, and Certifications
Required :

• Graduation from high school or GED
• Five (5) years of progressively responsible professional level work supporting highest level Management
• Proficient in the Microsoft Office Suite (Outlook, Word, Excel, and Power Point) and Adobe Acrobat -must be able to type 40 words per minute with accuracy
• Knowledge of general office practices, record keeping, scheduling and expense tracking
• Maintains valid driver’s license and safe driving record for continued employment

Preferred :

• Bilingual fluency in Spanish strongly preferred, Hmong, and/or Laotian
• College level courses in business administration or public administration or related subjects

Any equivalent combination of education, training, and experience, which would provide the required knowledge and skills, may be considered.
Physical Requirements
Work is sedentary in nature and requires sufficient physical stamina and strength for the following:

• Constant sitting to perform daily tasks; occasional walking through a multi-level facility to retrieve information; frequent standing, sometimes for extended periods
• Frequent squatting, reaching above shoulder, and twisting to file documents and lift supplies and material; occasional bending, kneeling, climbing, balancing, and reaching below shoulder to store documents, material, and supplies
• Constant light grasp, fine manipulation, and handling to perform daily duties; occasional firm grasp to safely use equipment
• Frequent lifting, carrying, pushing, pulling, and lifting of up to ten (10) pounds to move material and supplies; occasional pushing, pulling, and lifting of up to 25 pounds with dollies and carts

WORKING CONDITIONS
Work is constantly performed indoors and is primarily sedentary office work. Must demonstrate the ability to meet the physical demands of the job, including the ability to retrieve information from various locations in the office when needed. Exposure to periods of high activity and high stress under demanding conditions. The position requires a great deal of communication with City Council, Department Heads, senior management teams, City employees, the public, and outside agencies.
Required Materials and Equipment
Computer, keyboard, typewriter, printer, telephone, switchboard, fax machine, photocopy machine, transcriber, calculator, postage scale and meter, books, files, paper shredder, scanner, and other standard office equipment.

PRE-EMPLOYMENT REQUIREMENTS

• Background checks will include employment references and criminal history, and when applicable, credit check, driver license record, and education verification
• Drug screen
• Must be legally entitled to work in the United States

The City of Westminster, Colorado, is a drug free workplace and an Equal Opportunity Employer that values diversity and aims to have its workforce reflect the community.

The City of Westminster offers a comprehensive benefit package including:

• Health and Dental
• Flexible Spending
• Pension/Retirement Plans
• Term Life Insurance
• Long-term Disability
• Survivor Benefits
• Wellness Program
• Career Development Program
• Tuition Reimbursement Program
• Leave program that provides for vacation, holidays, sick leave, major illness, and on the job injury

For a more detailed overview of our General Non Exempt employee benefit package:
Benefit Package

The City of Westminster does not participate in the Social Security system. In lieu of Social Security contributions, the city contributes to a 401(a) defined contribution plan on your behalf.

401(a) Contribution Rates:
Employee Mandatory Contribution: 11.5% of your base pay. Contributions are pre-tax and fully vested.
Employer Contribution: 12% of your base pay.

Employer Contribution Vesting Schedule

• Less than 3 years - 0%
• 3 to 4 years - 60%
• 4 to 5 years - 80%
• Over 5 years - 100%
• For employees age 55 and older, the employer contributions are 100% vested

The City of Westminster provides employees with innovative and practical ways to improve their commute through two key features, EcoPass and Commute Benefits powered by Commutrics. EcoPass provides unlimited trips on RTD's core transit services and Commute Rewards allows you to record your trips and get rewards based on your commute mode.

Closing Date/Time: 3/10/2025 8:30 AM Mountain

• 

• City of Westminster, Colorado

• 303-658-2150

Show more