Administrative Technician and Specialist

Job description

About the City Lafayette has an inescapable small-town feeling that provides a sense of belonging and connection. Whether it’s eclectic Old Town, distinctive neighborhoods, or unique arts and outdoors spaces, the City has a warmth and character all its own, offering a unique vibe and spirit. Lafayette has appeared on numerous national lists of top places to live and safely raise a family. We are a full-service City, which means services are provided directly to our community such as Police, Fire, Public Works, Economic Development, Parks and Recreation, Library and Community Arts Center. These types of services offer employment opportunities for a wide array of interests. The City’s mission is to recruit, develop and retain a diverse, well-qualified and professional workforce that reflects the unique personality of the community we serve. Exceptional City Provided Benefits: • Medical, Dental, Vision • 401A Retirement Plan (10.2% City, 8% Employee, immediately 100% vested upon hire) • Life Insurance (One year’s salary up to $150,000. AD&D coverage in equal amount) • Tuition Assistance (up to $5000 per year for approved expenses) • Employee Assistance Program (free counseling, travel assistance, legal aid, etc) • Short and Long-Term Disability • Bilingual Pay Additional Benefits: • Deferred Compensation and Roth Options • Voluntary Life Insurance/AD&D • Identity Theft Program • Recreation Center Pass • Wellness Punch Card (100 punches per year to use at golf course, waterpark, etc) Leave: • First year employees will accrue 80 hours Vacation • Sick Leave • Floating Holiday Leave • 11.5 paid City holidays. • Other leave programs are offered to include FMLA, Parental and Bereavement Leave SUMMARY OR GENERAL PURPOSE: Under supervision, provides customer service, administrative, clerical, technical, and financial support responsible administrative work related to assisting in the operations and support of Public Works Administration, Streets, Utilities and Fleet. Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. This is a multi-level career ladder position. • Level I (Technician) focuses on executing core customer service, work order processing, routine clerical duties, and program administration with general oversight. • Level II (Specialist) performs specialized, highly independent administrative and analytical work, manages in-depth division projects through to implementation, and executes core utility billing functions. Special projects could be assignments from the following divisions: Streets, Utilities, Water, Waste Water, Storm Water, and Fleet. Placement or advancement within this career ladder is determined by candidate experience, training, system expertise, and the required independence of action. ESSENTIAL FUNCTIONS (ALL LEVELS): The following duties are illustrative only and are not intended to be all inclusive: Customer Service & Issue Resolution • Serves as a primary point of contact for customer inquiries and requests for service via phone, email, and in person. • Provides exceptional customer service, working effectively with citizens experiencing stressful situations (e.g., water outages, sewer backups, weather emergencies, traffic issues, utility disconnects). • Handles customer service calls with a focus on resolving issues at the lowest level with the fewest contacts. • Maintains thorough knowledge of department operations, programs, policies, and procedures to support efficient issue resolution. • Communicates issues to public works staff clearly, timely, and efficiently. Systems & Work Order Administration • Utilizes asset management, database management, and work order tracking systems. • Inputs work orders based on customer requests and coordinates with appropriate staff or external agencies for resolution. • Monitors the status of issue resolution and escalates as necessary to meet service standards. • Tracks, updates, and enters operational data for various public works divisions as requested. General Administrative & Financial Support • Performs general administrative and clerical work including data entry, reception, mail distribution, filing, scheduling, printing, copying, and mailing. • Processes routine and recurring financial transactions, reviewing them for accuracy and compliance with policies and procedures. • Prepares routine correspondence, reports, presentations, and documentation. • Partners with the Communications Department to ensure consistent departmental and citywide messaging. • Maintains departmental records retention efforts. Operational Agility • May occasionally be required to work irregular hours, weekends, evenings, holidays, and/or in emergency situations. • Performs related work as required and assigned. LEVEL-SPECIFIC RESPONSIBILITIES Level I – Administrative Technician Focus: Standard operational support, routine program administration, and structured issue resolution. • Reviews application materials for completeness and accuracy of administrative and financial components. • Routes project or program materials to technical staff in a timely and efficient manner. • Researches unfamiliar situations and provides the supervisor with recommended policy interpretations. • Suggests baseline process improvements and software enhancements. • May perform duties of Utility Billing Coordinator or Public Works Analyst in their absence. Level II – Administrative Specialist Focus: Advanced technical projects, core utility billing operations, regulatory program support, and independent program marketing. • Researches, analyzes, and prepares complex projects and reports involving financial considerations and cost comparisons; presents findings and structural recommendations to supervisors. • Performs Core Utility Billing Functions: creation/distribution of bills, inbound billing requests, initiating shutoffs per policy, leveraging leak detection tools, and promoting self-service tools. • Coordinates specialized systems and administrative workflows: schedules backflow tests/unlocks, updates GIS mapping data, and assists with fuel management software reporting. • Administers specialized environmental programs: supports the backflow program administration, participates in the internal Stormwater Permit Group, and serves on the Stormwater Illicit Discharge Detection Elimination (IDDE) Team. • Supports grant proposal processes and submittal workflows. • Develops, updates, and markets the department website and programs using social and paper media. • Coordinates educational outreach programs regarding Water Conservation, Green Efforts, and Water Distribution Systems. REPORTING RELATIONSHIPS: SUPERVISION RECEIVED: Works under the direct supervision of the Public Works Administrative Supervisor. SUPERVISION EXERCISED: None. QUALIFICATIONS (ALL LEVELS): Communication: Effective written and verbal communication skills. Ability to present ideas clearly to employees, citizen groups, and administrators. Interpersonal Skills: Demonstrated ability to resolve problems and provide info to the public responsively and courteously. Ability to develop and maintain effective working relationships across all levels of the organization. Technical Proficiency: Knowledge of modern office methods, procedures, and practices. Proficiency in office software (Microsoft Office Suite: Excel, Word, Outlook, PowerPoint, SharePoint, Teams; Adobe Acrobat; video conferencing) and the ability to achieve quick proficiency in new, specialized apps. Organization: Attention to detail. Ability to manage time effectively with limited oversight, perform accurate mathematical calculations, and manage competing deadlines. EVIDENCE OF QUALIFICATIONS: Level I – Administrative Technician Education & Training: High School Diploma or equivalent required. Additional college-level education is preferred. Experience: One (1) to three (3) years of general administrative and customer service experience required. Experience in local government, public works, utilities, or construction is desired. Level II – Administrative Specialist Education & Training: Associate degree in a related field required, or equivalent professional experience. Bachelor’s degree is desirable. May be required to obtain specific technical certifications to administer specialized projects. Experience: Satisfactory completion of five (5) years of increasingly responsible professional experience in a Public Works, Utilities, or Streets Maintenance arena. SPECIAL REQUIREMENTS: Must possess or be able to obtain a valid Class “R” Colorado driver’s license and maintain a safe driving record. WORK ENVIRONMENT AND PHYSICAL DEMANDS: Work is performed primarily in a standard indoor office setting with frequent interaction with staff and the public, both in-person and over the phone, including during emergencies. Requires prolonged periods of sitting or standing at a desk, intensive computer work, and regular use of hands for typing and operating office equipment. Involves repetitive motions, intermittent walking, and standing. Occasional field visits may be required for Level II duties. Requires acute mental skills, a lengthy attention span, a high degree of dexterity, the ability to hear, and the ability to focus on close work and adjust focus. Requires the ability to direct, negotiate, and mediate conflicts during difficult customer service situations. INDEPENDENCE OF ACTION: Level I – Administrative Technician • Works under general supervision. Work is performed in accordance with standard practices. Uses initiative to complete recurring assignments independently and judgment to select the correct method among established alternatives. Escalates unfamiliar situations to a supervisor. Level II – Administrative Specialist • Works under direct supervision of the Administrative Supervisor but exercises a high degree of independent judgment. Operates within authorized limits, handles deviations from standard methods independently, and resolves complex problems. Finished work is reviewed primarily for the attainment of objectives and deadlines. EQUIPMENT USED: The ability to properly operate or use the following equipment is necessary for this position; telephone, copier, computer and associated software, i.e., Excel and Microsoft Word, Asset management or work order tracking software, Fuel Management Software for Reports, and other office equipment; personal or City vehicle. Please ensure your application is complete and submitted prior to 11:59 pm on September 18, 2026, to be considered. Incomplete applications will be withdrawn from the process.