City and County of Denver Denver, Colorado, United States
Nov 12, 2018Full Time
About Our Job The Denver City Attorney's Office is seeking a Staff Assistant to join the City Attorney's Office. This position is a valued member of the CAO's administration team and provides executive level support to the Mayor-appointed Deputy City Attorney. This position also works closely with the CAO's Director of Administration on special projects supporting the CAO's goals. Based in the Wellington Webb Building, this position interacts with the CAO executive management team, supervisory level teams, Mayoral appointees, City legal staff, and the citizens of Denver. The Denver City Attorney's Office (CAO) is one of the largest law firms in Colorado, with approximately 120 attorneys and approximately 120 staff members, including paralegals, victim advocates, and other support staff members. Clients include the Mayor; the Auditor; the Clerk and Recorder; City Council; and all city agencies, departments, offices, boards, commissions and authorities. The CAO is dedicated to providing an inclusive and diverse work environment in which every person has the opportunity to achieve the highest professional and personal development and is accorded the highest degree of dignity and respect. The City and County of Denver's (the City) core values are integrity, transparency, collaboration, mutual respect and support, inclusivity, trust and organizational excellence. The successful candidate must demonstrate these core operating principles and work ethic. The Staff Assistant to the Deputy City Attorney will need to earn a high level of trust, understand that confidentiality is crucial to success and be flexible. The ideal candidate MUST be able to handle multiple high-level projects while being a self-starter and team player. Job Responsibilities Include: Program Management: Description: Implements and coordinates specific administrative functions by exercising delegated decision-making authority over essential elements of the function to include, but not limited to the following programs: Interns Works with contacts from CU / DU in posting openings and receiving applications from the universities Works with MixDIP, Rocky Mountain Diversity Committee and other pertinent organizations to obtain well qualified interns for multiple CAO divisions Collaborates with section intern coordinators for hiring board members and job fair representation Facilitates intern onboarding with internal HR coordinator and OHR when needed Schedules opening day orientation / agenda / speakers and badging Fellows Works with contacts from CU / DU in posting openings and receiving applications from the universities Facilitates intern onboarding with internal HR coordinator and OHR when needed Schedules opening day orientation / agenda / speakers and badging Coordinates mentors / supervisors for each Fellow Records Management Understands and interprets City policy and procedures with regards to records Trains section liaisons on proper policies and procedures Coordinates between sections and storage facility when needed Ensures policies and procedures are up-to-date Denver Employee Contribution Program Attend campaign meetings Organize events Collaborate with section representatives Collect and submit donation forms CORA Ensures zero late CORA request responses Monitors / maintains CORA request e-mail handle Agency expert in records management protocols Coordinates with CAO divisions to ensure proper retention and / or disposition of agency records Ensures CORA requests are processed and responded to accurately and within the assigned timelines Operational and Administrative Excellence: Prioritizes tasks are accomplished within the specified guidelines and all deadlines are adhered to Provides administrative executive staff support to the Deputy City Attorney Attends and assists in coordinating special functions Organizes, monitors, prepares, tracks, updates and compiles internal and external documents Organizes and maintains information from creation to destruction or storage Works with internal and external customers to assess needs, provide assistance and resolve problems Calendaring for the Deputy City Attorney (and City Attorney/Director of Administration, as needed) Builds and / or assists with the PowerPoint decks for leadership meetings and retreats, all staff meetings, engagement survey rollouts and other special projects as necessary Organizes, monitors, tracks, evaluates, compiles, and prepares complex internal and external documents and internal policies or official documentation Accountable for all organizational resources, communication, and scheduling as it relates to the needs of the Deputy Keeps advised of the current status of the work of the Deputy and anticipates needs by gathering records, reports, correspondence, statistics, or other specific types of information Maintains the Director's appointment calendar and arranges appointments, meetings, and conferences, and contacts the appropriate individuals as needed. Communicates with other executive assistants, professionals, private and public organizations, or others to acquire, verify, coordinate, and document information as it relates to projects, programs, practices, or initiatives of the Director Briefs Director on subject matter for upcoming meetings, problems, policies, project status, commitments, and public relations efforts Relationship Building, Communication and Collaboration: Supports and executes the decisions of the Deputy City Attorney, City Attorney and Director of Administration Demonstrates agility and adaptability by quickly identifying possible solutions to potential issues or internal / external forces that may influence or alter the Section's or organization's goals. Promotes teamwork, collaboration, cohesiveness and professionalism Collaborates with other CAO employees and external agencies to achieve agency and/or Mayoral priorities. promotes and models team collaboration and removes barriers to productivity that may impede effective teaming in achieving priorities. coordinates with CAO Leaders and employees to ensure that cross section teams are giving client(s) consistent advice and ensuring the organization is speaking with one voice. Demonstrates openness to new organizational structures, procedures and technology. Seeks formal and informal professional development opportunities for self. Fosters effective communication via relationship building and interpersonal skills. Timely communication of any issues to multiple internal and external stakeholders. Employs and executes proactive approaches when reaching out to other resources to be able to resolve and follow-up on issues at the lowest possible level. Utilize a high degree of independent judgement and initiative when doing so. Takes the initiative and moves forward with solutions without waiting on supervisor actions. Communicates to the supervisor on a consistent basis progress on assigned tasks. Investment in Organization and Community: Participates in and promotes organizational and Mayoral priorities such as Peak Performance, employee engagement initiatives, the CAO's action plans and other department policies and initiatives. Champions ongoing process improvement. About You About our ideal candidate: A team player who is passionate about public service, is ethical, has good common sense and sound judgment and demonstrates an ability to collaborate across a variety of internal and external teams and stakeholder. You should want to be part of a dynamic and fluid team of administrative professionals whose primary mission is to facilitate meaningful collaboration and foster operational excellence by providing essential resources for all stakeholders. You must be flexible and fluid at all times. You should thrive in a demanding environment that is constantly changing. You MUST be willing to fill in gaps and pick up additional duties when needed. The Executive Assistant should possess the following capabilities: Excellent oral and written communication skills. Uses critical thinking to analyze issues systematically by planning, prioritizing, and organizing work while anticipating and adjusting to changes. Keeps commitments to the team and demonstrates a shared responsibility and focus to ensure objectives and goals are successfully met. Displays resiliency and takes proactive measures to make improvements. Extensive calendaring skills. We realize your time is valuable so please do not apply if you do not have at least the following required minimum qualifications: Education: Associate's Degree. Experience:: Two (2) years of experience performing specialized and/or technical office support work of the type and at the level of Administrative Support Assistant IV. Education/Experience Equivalency: One (1) year of the appropriate type and level of experience may be substituted for each required year of post-high school education. About Everything Else Job Profile CA1002 Staff Assistant 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 City Attorney's Office Assessment Requirement 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.