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Job: Management Assistant

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Jobing Description

Overall Job Objective

Summary of Job Duties

City of Aurora, Colorado
It is an exciting time to work for the City of Aurora, we're growing and looking for dedicated and collaborative individuals to join our team of talented and valued employees. Excellent organizations have a set of principles, or core values, that are used to implement their mission and vision. Those values represent the touchstone for the organization, guiding the decisions of the individuals and the organization. At the City of Aurora, we demonstrate our excellence by modeling the CORE 4 Values of:  IntegrityRespectProfessionalism, and Customer Service, and we welcome all who share these values to apply.

Why Work for Aurora?

  • Make a difference in the lives of real people every day
  • Diverse community
  • Competitive total compensation package
  • Well-Funded General Employees Retirement Plan
  • Light rail station minutes away
  • On-site fitness center and overall employee well-being programs
  • Internal educational programs to assist with career advancement
  • Access to innovation work spaces

Department Information
This position performs a variety of complex executive level administrative duties for the Department of Library & Cultural Services. These duties require a high level of discretion and independence of action as it supports the Director and Managers of the Library & Cultural Services.

The Library and Cultural Services Departments vision is to empower an environment of lifelong learning and cultural enrichment by stimulating learning and literacy, inspiring creativity, and integrating arts, culture and history into the lives of Aurorans.  We have two divisions within the department: Library and Cultural Services, both offering a variety of free programs and services to the community.

Library Services
  • 6 locations
  • Books, CDs, DVDs, magazines
  • Database and language learning programs
  • Public computers
  • Study space
  • Retirement centers and community events and programs or activities for all ages

Cultural Services
  • Aurora History Museum
  • Aurora Fox Theater
  • Bicentennial Arts Center
  • The Show Wagon
  • Art in Public Places collection (over 240 commissioned pieces around the city)

The City of Aurora will conduct ongoing screenings of applications on a first come-first serve basis. As soon as we determine to have a qualified pool of applicants, this position may close quickly and without notice. 

The selected candidates will be required to take a skills assessment as part of the interview process.

Primary Duties and Responsibilities

  • Provides advanced office and administrative support to a Director and Division Managers
  • Provides subject matter-specific and department-specific support, provides customer service; schedules appointments, meetings and interviews; exercises discretion and provides support for meetings as determined and as needed which includes but not limited to booking rooms, preparing agendas, taking and transcribing minutes; coordinates event and meeting logistics
  • Reviews Director's calendar and manages the Boardroom calendar
  • Prepares a variety of reports and correspondence containing confidential information; maintains, compiles, and distributes statistical reports; answers phones as needed and screens calls to direct to appropriate staff; manages several division email boxes, responds to emails and in-person inquiries on behalf of other staff or the department
  • Acts as liaison to the City Clerk's office for a variety of Boards and Commissions
  • Coordinates the annual Aurora Scholars Program which requires a high level coordination with Aurora School districts and Aurora City Council 
  • Prepares and distributes emails to the Department and/or Division staff; processes and forwards handouts and documents to appropriate staff; proofreads documents, including confidential letters and memos; maintains and distributes on-call lists
  • Compiles documents and produces the bi-weekly department Operations report and ensures it is sent to the City Manager's office prior to the deadline
  • Utilizes a broad range of technology and systems; interprets verbal and/or written guidelines to solve problems
  • Maintains Library resale inventory; coordinates most supply and special orders for majority of the Department both Library & Cultural Services
  • Provides technical services as discretionally determined and as needed
  • Performs other duties as assigned.

Minimum Qualifications


  • High School Diploma or GED

  • 3 years of administrative support experience

Education/Experience Equivalency: A combination of relevant education and experience may be substituted for the minimum education and experience requirements on a year for year basis.

  • Driver's License with a good driving record

Our ideal candidate must
  • Be proactive, flexible and willing to go the extra mile
  • Possess initiative and the ability to exercise discretion as needed
  • Proficient in intermediate Excel, Word, PowerPoint and Adobe Pro
  • Possess basic knowledge of photo manipulation technology
  • Ability to work without constant supervision
  • Possess excellent customer service etiquette both for internal and external customers

Working Conditions

Physical Demands

  • Primarily sedentary physical work requiring ability to lift a maximum of 25 pounds
  • Occasional lifting, carrying, walking and standing
  • Frequent hand/eye coordination for operation of office equipment
  • Vision for reading and interpreting reports and data analysis and preparation
  • Frequent speech communication, hearing and listening to maintain communication with employees and citizens
Work Environment
  • Works in a clean, comfortable environment
Equipment Used
  • Standard business and professional tools and equipment
  • This position may require the incumbent to occasionally use personal equipment (e.g. vehicle, cell phone, tools, etc.) in the course of their employment
For Veterans points:  Please show all of your employment history, including military service and related documentation (DD214) on the application.
The City of Aurora is an equal opportunity employer.  We are required by state and federal agencies to keep certain statistical records on applicants.  It will not be used in any way to discriminate against you because of your sex, race, age, sexual orientation, creed, national origin, disability or military status, gender identity, unless related to a bona fide occupational qualification as defined by the Colorado Civil Rights Commission and the Equal Opportunity Commission.
If you need assistance in completing this application, please feel free to contact our office at:  303-739-7225 or visit us at 15151 E Alameda Pkwy., Suite 3500, Aurora, CO 80012.

Despite the changes in Colorado law, the City of Aurora maintains a drug free workplace.  A positive test of marijuana is grounds for disqualification and ineligibility for employment with the city for one year or termination once hired.
Drug Testing, Thorough Criminal Background Check, and Employment References:
As a condition of employment, all applicants selected for employment with the City of Aurora must undergo a thorough criminal background check and drug screening. Employment references will be conducted on finalists for City of Aurora vacancies.

Skills / Requirements

Important Notes