Executive Aide - City Council Support (Temporary)

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

This is a highly responsible administrative position that provides comprehensive executive-level support to the Mayor and City Council while also assisting the City Clerk’s Office and City Manager’s Office. The position ensures an efficiently operating organization through proactive coordination of schedules, logistics, communications, and constituent services. Work is performed with minimal supervision and requires initiative and the exercise of independent judgment based on knowledge of municipal government operations, administrative policies, and the Council-Manager form of government. The incumbent must be able to balance multiple high-priority projects, anticipate needs, and handle a wide variety of activities and confidential matters with discretion, professionalism, tact, and diplomacy. The ideal candidate will possess strong written and verbal communication skills, exceptional organizational ability, political awareness, and emotional intelligence.

This is a temporary, full-time, benefited position that is authorized for up to three (3) years specific to supporting the administrative needs of the Mayor and City Council. The schedule for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. and requires flexibility and may include occasional evening meetings and special events.

To be considered for this position a cover letter and resume (maximum two pages each document) must be attached to your NeoGov electronic application, at the time of application.

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 City Manager’s Office and the City Clerk’s Office which supports and is responsive to the citizens, City Council, and overall city organization. Through leadership, by example, these offices progressively manage the City organization, where customer service, professionalism, and transparency are governing principles.

Every employee is accountable to:

• 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 build 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 is accountable to:

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

• Demonstrate exceptional interpersonal skills in order to build positive relationships with City Council, Citizens and Staff
• Elicit information effectively and convey concise, accurate explanations of ordinances, policies, procedures, and requirements
• Develop work methods and procedures with initiative and good judgment, and use resourcefulness and tact in addressing problems
• Maintain administrative and general records, compose effective correspondence and independently handle routine office management details
• Adjust rapidly to reprioritized work schedule
• Engender confidence and credibility with courage, tact and diplomacy
• Effectively support the City Manager’s Office Staff, the City Clerk’s Office and City Council in a proactive, responsive, and organized manner
• Demonstrate understanding of the Council-Manager form of government and political dynamics
• Provide proactive, responsive, and organized executive support
• Anticipate needs and prioritize competing demands
• Demonstrate exceptional emotional intelligence and diplomacy
• Maintain confidentiality in sensitive matters
• Develop and follow administrative procedures with initiative and good judgment
• Coordinate projects involving multiple stakeholders to achieve high-quality outcomes
• Operate independently while fostering collaboration across departments
  
  

JOB SPECIFIC FUNCTIONS

Essential Job Functions, Duties, Responsibilities, and Tasks
1. Governance & City Council Support

• Work within the bounds of the Council-Manager form of government while demonstrating political awareness and neutrality
• Assist with onboarding new City Councilmembers, including development of a City Council guidebook and coordination of orientation sessions
• Support the annual appointment process for boards and commissions and liaison assignments
• Edit and review agenda memoranda for clarity, consistency, and standardization
• Provide agenda support to staff and City Council, including coordination of materials and follow-up
• Support preparation for workshops, study sessions, public hearings, and special meetings
• Summarize agenda packets and meeting outcomes for City Council and executive leadership, and as appropriate for the public
• Manage City Council office space, supply needs, and scheduling logistics

2. Scheduling, Events & Travel

• Maintain and proactively coordinate Mayor and City Council calendars, events, and meeting schedules
• Prepare weekly calendar briefings and ensure Councilmembers are prepared with appropriate materials
• Coordinate RSVPs, speaking engagements, and preparation of speaking materials
• Schedule and coordinate City Council events including onboarding, team-building sessions, strategic planning workshops, groundbreakings, ribbon cuttings, forums, and community events
• Coordinate meeting room setup, catering, and logistical arrangements for City Council sessions
• Manage weekly rotating catering menu in support of City Council meetings
• Arrange travel, process mileage reimbursements, and manage related travel budgets

3. Communication & Constituent Services

• Manage email correspondence for the Mayor and City Council, as requested, ensuring timely and appropriate responses
• Research, prioritize, and follow up on constituent inquiries and requests for service
• Assist with issue resolution and coordinate with departments as needed
• Prepare talking points, proclamations, correspondence, and presentation materials
• Support community engagement and outreach opportunities
• Ensure appropriate tracking and documentation of Council correspondence and requests

4. Administration & Operations

• Develop and maintain filing systems, contact lists, distribution lists, and organizational charts
• Process purchase orders, reimbursements, memberships, sponsorships, and related expenditures
• Prepare and monitor the annual budget for the Mayor and City Council
• Maintain accurate financial and administrative records
• Coordinate office operations and ensure effective administrative support systems

5. Maintain regular and punctual attendance
Other Duties and Responsibilities
1. Has a valid driver’s license and maintains safe driving record
2. Requires working some evenings and weekends and assisting with special events
3. Researches information as needed
Incumbent is accountable for all duties of this job, and other projects and responsibilities may be added at the City’s discretion.

POSITION REQUIREMENTS/WORKING CONDITIONS/PRE-EMPLOYMENT REQUIREMENTS

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

• Graduation from high school or GED
• Five (5) years of progressively responsible professional administrative experience supporting executive leadership or elected officials
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and Power Point) and Adobe Acrobat -must be able to type 40 words per minute with accuracy
• Knowledge ofmunicipal government operations andadministrative practices
• Maintains valid driver’s license and safe driving record for continued employment

Preferred :

• College level courses in public administration, business, finance or closely related field
• Experience supporting City Council, City Manager, or City Clerk functions
• Experience working in a Council-Manager form of government

Any equivalent combination of education, training, and experience, which 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 the following:

• Constant sitting to perform daily tasks; occasional walking through a multi-level 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, pushing, 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 and 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 Council, Department Heads, senior management teams, City employees, the public, and outside agencies.
Required Materials and Equipment
Computer, keyboard, typewriter, printer, telephone, switchboard, fax machine, photocopy machine, transcriber, calculator, postage scale and meter, books, files, paper shredder, scanner, 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 entitled 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
• Leave program that provides for vacation, holidays, sick leave, major illness, and on the job injury
• Career Development Program
• Tuition Reimbursement Program

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: 4/6/2026 8:30 AM Mountain

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• City of Westminster, Colorado

• 303-658-2150

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