Admin Support I - City Managers

Job Description:

Admin Support I - City Managers

Description

Job Summary:

Our Administrative Support I provides high-level administrative and operational support to the City Manager’s Office, Executive Office and the City Council. Performs a variety of administrative tasks in a highly visible environment working with citizens, elected officials and City employees.

The salary range for this position is $20.97 - $28.32 per hour with a hiring range of $20.97 - $24.64, depending on qualifications and experience. This opportunity will be available to applicants until Wednesday, March 3, 2026, at 12:00 P.M. M.S.T.

A current resume is required, and a cover letter is preferred.

The City Manager’s Office Admin Support position plays a vital role in supporting the day-to-day operations of the City Manager’s Office and ensuring efficient, responsive service to City leadership, staff, and the community. This position is ideal for a detail-oriented, organized professional who enjoys working in a fast-paced environment, managing multiple priorities, and contributing to the effective functioning of local government. Work schedule is Monday through Friday in a regular daytime schedule. Occasional evening hours may be required to support City Council meetings or special events.

Please view our video Working at Loveland to learn more about our exceptional Loveland community and the benefits of working for the City.

Essential Functions:

• Conduct front-line operations for the City Manager’s Office which includes: promptly and professionally greeting all walk-in customers; answering public and internal inquiries over the phone and in person by supplying information based on departmental procedures and detailed knowledge of department policy; screen and direct phone calls; direct visitors and follow CMO security measures as directed by management; distribute incoming mail; handle incoming/outgoing deliveries; perform front desk opening and closing duties and other front desk duties as assigned, including front office coverage for public-facing shared City executive office suites.
• Provides administrative support to the City Manager and the City Manager’s Office staff.
• Manages incoming communications (phone calls, emails, walk-ins) from internal and external sources and assesses whether callers and/or visitors should have access to information being requested in order to ensure that confidential information is disseminated to authorized persons only.
• Prepare, proofread, and format documents, reports, agendas, presentations, and briefing materials.
• Order and maintain adequate amount of office supplies for the department, stock materials in appropriate locations.
• Schedules meetings and appointments for the City Manager and City Council in order to ensure availability, prioritize schedules and avoid scheduling conflicts.
• Establishes, updates, and maintains manual filing systems, City website and computer software programs.
• Maintain office files, records, and databases in accordance with records retention requirements.
• Assist staff by filing, copying, printing and/or scanning/indexing documents in digital filing system.
• Coordinate travel arrangements, conference registrations, and reimbursements for executive staff.
• Support office operations including purchasing, invoicing, budget tracking, and supplies management.
• Assist with coordination of boards, commissions, or executive-level meetings as needed.
• Accept requests from co-workers for administrative assistance.
• Maintain confidentiality as appropriate.

Other Job Functions:

• Schedule, provide refreshments, set up/clean up as needed for meetings.
• Order and maintain adequate amount of refreshments for departmental meetings, stock in appropriate locations.
• Schedule and book meetings for staff as needed.
• Assist as needed with troubleshooting of copiers, faxes and other office equipment.
• May be required to plan, coordinate and attend occasional evening or weekend civic functions and meetings as needed.
• Keep nearby common areas stocked with supplies as well as picked up and clutter free.
• Attend and participate in department events, as needed.
• Performs other duties as assigned.

Job Level and Management Expectations:

• There are no supervisory or management expectations for this position.

Qualifications:

Education:

• Required: High School Diploma/GED.

Experience:

• Required: 1 year experience in an administrative role with emphasis in customer service.

Knowledge, Skills, and Abilities:

• General working knowledge of standard office procedures and methods with working experience in Microsoft Word, Excel and Outlook.
• Excellent customer service skills with the ability to converse in a positive, friendly and professional manner with staff and the general public.
• Ability to professionally answer telephone inquiries, communicate clearly and effectively process call transfers.
• Must possess good knowledge of spelling, grammar, arithmetic, and business English.
• Must have ability to handle multiple tasks simultaneously and prioritize assignments.
• Typing at a speed that would enable a project to be completed in a timely manner.
• Must have the ability to work effectively in a fast-paced environment with a multitude of requests, interruptions, varied tasks and critical deadlines.
• Proficiency in Microsoft Office, financial and payroll software.

Physical Demands and Working Conditions:

• Frequent: Minimal physical effort typically found in clerical work. Primarily sedentary, may occasionally lift and carry light objects. Walking and/or standing as needed and minimal.

Working Environment:

• Constant: Exposure to routine office noise and equipment.
• 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.

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. The City of Loveland is a diverse and welcoming community organization, and our employees enjoy a competitive benefits program, various opportunities for growth and development, and an exceptional work-life balance.

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.Learn more about your right to work. Visit E-Verify.gov for more information.

Hybrid Remote Work Eligibility

This position may be eligible for up to two days per week working remotely. Probationary employees (within the first six months of employment) may not be eligible. Subject to change based on business needs and performance expectations.

Employment offers will be conditional on the successful completion of a criminal history background check.