Administrative Assistant – Community Development

Salary: $20 -$23 DOQ
Job Type: Full Time
Location: Vail Valley, CO
Publish Date: Posted September 8, 2022

Tired of driving up valley?  Looking for a flexible schedule? Interested in giving back to your community?  Look no further! Gypsum is seeking candidates for our full time Administrative Assistant position.   Duties include but are not limited to: administrative support functions such as answering telephone calls, assisting with passports, party planning, scheduling,  greeting and directing visitors, filling, invoicing, etc.

Let’s cut to the chase and chat about our BENEFITS!  We have a robust retirement program with 100% match (up to 7%), an awesome wellness program which sometimes involves taking the afternoon off to watch the latest James Bond flick, lots of days  off (personal, wellness, birthday, etc.),  Rockies tickets, rafting, discounted golf and rec center passes, we could go on and on!  Most importantly, you’ll be working with a great crew who love Gypsum and also love to have a good time.  Don’t forget Gypsum Daze! Okay, now for the not so exciting stuff……….here is the actual description.

Supervision Received

  • Works under the direct supervision of the Town Clerk

Essential Functions

  • Answer incoming telephone calls and directs the caller to the correct person or work group, or takes and relays messages as appropriate.
  • Provides customer service, information and assistance to visitors and others having business with the Town.
  • Performs a variety of standard administrative office duties, including data entry, record keeping, preparing and process various documents, basic bookkeeping, and maintaining files; as required.
  • Assists visitors with completing government forms and other Town documents and applications.
  • Maintains absolute confidentiality of work-related issues, records and Town information.
  • Calculates payments due and determines correct accounting codes.
  • Prepares cash receipting transactions, reviews/edits reports, makes corrections and balances entries.
  • Searches databases, records, and files to retrieve information.
  • Operates cash register.
  • Contributes to a positive work environment.
  • Receives and verifies documentation required for passports such as evidence of citizenship, naturalization. documents, birth certificates, passports, marriage certificates, court documents, state issued driver’s licenses. and identification cards; and reviews all forms for accuracy before submitting to the State.
  • Perform other duties as assigned.
  • Keep a positive attitude and help provide a pleasant atmosphere for employees, council members and citizens.

Knowledge, Ability, and Skills 

  • English usage, spelling, grammar and punctuation.
  • Spanish speaking a huge plus.
  • Communicate effectively verbally and in writing.
  • Computer proficiency with word processing & spreadsheet applications Experience and proficiency in a variety of Microsoft Office computer software (Microsoft Word, Excel, Outlook, in addition to specialized accounting software).
  • Basic mathematical calculations.
  • Passport processing.
  • Modern office practices and procedures.
  • Effectively operate contemporary office equipment, including personal computer, copier, scanner, fax machine, calculator, etc.
  • Perform utility software data processing tasks, including data entry, queries and retrievals, reports, and design custom reports.
  • Establish successful working relationships internally as well as externally.
  • Work with frequent interruptions.
  • Effectively deal with angry, irate or disgruntled customers.
  • Read and comprehend instructions, correspondence, and memorandums.
  • Organize and maintain payment records for prompt and accurate referral or retrieval.
  • Maintain confidentiality.
  • Ability and willingness to learn additional duties, as needed.

Additional Requirements

  • Must be physically capable of operating vehicles safely, possess a valid Colorado driver’s license and have an acceptable driving record.  Use of a personal vehicle for Town business will be prohibited if the employee is not authorized to drive a Town vehicle or if the employee does not have personal insurance coverage.  This position requires the ability to travel independently within and outside Town limits to perform the assigned duties and responsibilities.
  • Must successfully pass a criminal background check.

Minimum Qualifications

  • Must successfully pass a criminal background check.

Education and Experience:

  • High school graduate or GED equivalent.
  • Passport certification upon 3 months of hire date.
  • One year general clerical experience including public contact.
  • Equivalent combinations of education and experience may be considered.
  • Previous municipal government experience is desirable.


  • Majority of work will be done at our Community Development location.

This description is not intended, and should not be construed, to be an exhaustive list of all responsibilities, skill, efforts, or working conditions associated with this job.  It is intended to be an accurate reflection of the principal job elements essential for making compensation decisions. This job description does not constitute an employment agreement with the employer and is subject to change by the employer as the needs of the employer and the requirements of the job change.  

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