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City of Greeley · 3 hours ago

Administrative Assistant III - Fleet Services

Greeley, CO

Full-time

Onsite

Mid Level

$23.70/hr - $30.82/hr

3+ years exp

The City of Greeley is seeking an Administrative Assistant III to provide high-level administrative support for the Fleet Services department. This role involves preparing agendas, taking meeting minutes, maintaining data, and supporting various operational and financial tasks.

ArtFinanceGovernmentMuseums and Historical SitesOffice AdministrationProfessional Services

Responsibilities

Daily use of AssetWorks Fleet Focus, role will have some duties related to work orders, inventory, fuel uploads, and billing

General oversight of WEX fuel cards: issuance, reconciliation, and fraud monitoring

Preparation of quarterly fuel tax refunds and ACH payments

Support for motor pool billing and reporting, reporting anomalies to Fleet Manager

Coordinate tool inventory management with Fleet Services shops and Foremen using a shared document for insurance tracking

Accounts payable and reconciliation for Fleet Services Shops

VISA (p-card) reconciliation for Fleet Services staff

Staff reimbursements processing

Purchase order tracking and capital purchase documentation

Budget monitoring and reporting with Fleet Manager and PW Budget Analyst

Pull and review Expenditure Status Reports bi-weekly for all Fleet shops

Research and provide documentation for budget variances (over/under)

Submit bid exceptions, legal requests, and change orders as needed

SOP development and updates

Uniform and PPE coordination: Track eligibility for replacements (e.g., safety boots)

Manage who/when purchases and set up reimbursements

Manage copiers (issues, support, and supply coordination)

Order and manage office supplies

Maintain and disseminate Fleet Services contact list

Administrator for fleet services shared inbox

Participate in mail duty rotation with other division admins

Coordinate and schedule interviews for new hires

Assist with onboarding: PAFs, badge/key setup, purchase card requests

Support for walk-ins, vendors, phone/email communications

Relay information between departments and vendors (e.g., Finance, Facilities, Communications)

Coordinate meetings (Fire, Police, Equipment Boards): agendas, minutes, scheduling

Event planning and internal communications

This role requires cross-training in Coordinator and Fleet Specialist duties

Supports Fleet Services employees and interacts with multiple departments

Requires independent judgment, multi-tasking, and technical fluency

Performs other duties as assigned

Qualification

Microsoft Office SuiteAssetWorks Fleet FocusAccounts payableBilingual in EnglishSpanishProblem-solvingConfidentialityIndependent workCommunication skillsInterpersonal skills

Required

High School Diploma or equivalent

Three (3) to five (5) years of administrative support experience with increased responsibility

Possession of a valid driver's license

Ability to solve a variety of problems and exercise sound independent judgment related to business office functions, including following the chain of command on sensitive matters

Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities

Ability to maintain confidentiality when dealing with sensitive issues

Ability to work independently in the absence of supervision

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Build trust and maintain harmonious and respectful working relationships