Executive Assistant - Human Resources

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

The Executive Assistant position is a responsible administrative role that directly supports the Human Resources Director and department leadership. Work involves providing advanced administrative and technical support in a fast-paced environment, including scheduling, document preparation and management, financial tracking, and coordination of department activities. The position requires the ability to manage multiple priorities with accuracy and discretion, as well as strong initiative and exceptional customer service skills when interacting with employees, department directors, and external partners. The Human Resources Department processes a high volume of personnel and confidential documents; therefore, this position demands strict adherence to confidentiality standards, excellent organizational skills, keen attention to detail, and proficiency in proofreading and document accuracy.

In order to be considered for this position, all candidates must attach a cover letter and resume (maximum of two pages for each document) to the online application at the time of submittal. 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 Human Resources Department, which champions the City's mission by providing quality support and services to City departments, employees, and residents.

Every employee must:

• 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 builds 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 must:

• Establish effective interpersonal relationships through honest, open communication and follow-through on commitments
• Recognize personal strengths, 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:

• Demonstrate knowledge of modern office practices, procedures, equipment, business English, and spelling and mathematical computations and tabulations
• Operate a computer with Microsoft Office Suite (Microsoft Word, Excel, PowerPoint, and Outlook); manage Outlook calendars and email correspondence efficiently; ability to type accurately at any reasonable speed necessary to perform job duties
• Set up and type a variety of letters, memos, reports, agendas, minutes, ordinances, and resolutions; maintain moderately complex reports and prepare detailed reports from such records
• Acquire considerable knowledge of legal, administrative, operational and procedural regulations and practices applicable to the Department
• Assemble, organize, and present in written and oral form, statistical, financial, and factual information derived from a variety of sources
• Develop work methods and procedures with initiative and judgment and use resourcefulness and tact in meeting new problems
• Establish and maintain effective working relationships with other employees and the public

Leadership - Every employee in this position must:

• Foster a participatory organizational climate that is open, positive, reinforcing and supportive
• Encourage employees to be accountable for their work and take ownership in what they do
• Demonstrate leadership and courage by making or supporting decisions that reflect the organizational mission and goals even when the decision may be unpopular to some
• Demonstrate collaboration and conflict resolution skills with other departments and employees.
  
  

JOB SPECIFIC FUNCTIONS

Essential Job Functions, Duties, Responsibilities and Tasks
1. Executive and Administrative Support for the Human Resources Director

• Provides direct administrative support to the Human Resources Director, including scheduling meetings, preparing correspondence, reports, and confidential documents, and ensuring timely follow-up on assignments
• Assists the Human Resources Director with processes related to contract employee performance appraisals, ensuring timely completion of documentation
• Coordinates executive physical reimbursements and guidance for Department Directors
• Supports the preparation of departmental reports and agenda items, ensuring accuracy, completeness, and timely submission
• Maintains strict confidentiality in handling sensitive personnel and organizational information

2. Departmental Operations and Records Management

• Maintains accurate and organized digital filing systems for personnel and departmental records to ensure efficient storage and retrieval of information
• Processes purchase requisitions, purchase orders, and invoices; tracks department budget expenditures; and reconciles Purchase Card transactions
• Monitors and maintains office supply inventory to ensure the department is adequately stocked
• Coordinates meetings, appointments, and event logistics for Human Resources staff and management
• Drives to and from meetings or to pick up supplies as needed

3. Employee Programs, Events, and Customer Service

• Provides high-level customer service to City employees, public officials, and residents by responding to inquiries with professionalism and discretion
• Administers employee-focused programs including:

• Coordinates departmental recognition, wellness, and engagement activities as assigned

4. Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion
5. Maintains regular and punctual attendance

POSITION REQUIREMENTS/WORKING CONDITIONS/PRE-EMPLOYMENT REQUIREMENTS

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

• Graduation from high school or GED equivalent
• Three (3) years of progressively responsible administrative, customer service, or executive support experience that includes frequent public interaction, use of technology, and coordination of detailed tasks
• Demonstrated proficiency using Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), including Outlook calendar and email management, and Adobe Pro
• Ability to type accurately at any reasonable speed necessary to perform job duties efficiently (40+ words per minute preferred)

Preferred :

• College coursework in Business Administration, Public Administration, Human Resources, or a related field
• Experience providing administrative support in a human resources or executive office environment
• Familiarity with Human Resources systems or enterprise-level software

Any equivalent combination of education, training and experience, that 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:

• Constant sitting to perform daily tasks; occasional walking through a multilevel 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, push, 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. This 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 employees, the public, and outside agencies.
Required Materials and Equipment
Computer with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Adobe Pro, telephone, scanner, copier, 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 authorized 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: 11/24/2025 8:30 AM Mountain

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• City of Westminster, Colorado

• 303-658-2150

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