Job Title: Office Assistant
Department: Public Works
Immediate Supervisor: Director of Public Works
Supervises: None
Status: Full-time
Pay Grade: NE5 - $17.79 - $24.05
Hiring Range: $17.79 - $20.94
Classification: Non-exempt / eligible for overtime
Primary Place of Work: Public Works Building
JOB DESCRIPTION: Office Assistant- Public Works Department
Primary Responsibilities: Support the Public Works Department Director, Roads Infrastructure Coordinator/Right-of-Way and the Road & Bridge Team Supervisor in addition to Fleet Division and the Solid Waste Department by providing clerical assistance, assisting with internal and external communications and maintaining organized computerized filing systems. Assist county residents and customers with questions, concerns and requests. The duties listed below are representative of, but do not necessarily include, all the duties and responsibilities that an individual in this position may be called upon to perform.
Job Duties:
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Answer and appropriately route all incoming phone calls and email correspondence, process mail and package deliveries.
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Monitor radio transmissions and route appropriately, act as the Public Works information resource., report and track cut utility lines.
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Assist in the employee hiring process.
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Compile and submit monthly reports to the Director.
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Maintain office supply inventory, report repair requests for the buildings within the department.
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Serve on the Digital Content Committee and oversee the department page on the county website.
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Record all road maintenance materials coming into the facility, daily water usage, utility locates into corresponding tracking spreadsheets.
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Performs departmental accounting functions, including accounts receivable, deposit processing, accounts payable, financial recordkeeping, monthly reconciliations, payment system support, and year-end financial reporting. Ensures accurate tracking of revenues and expenditures across Public Works operations, including permitting, Fleet, Right-of-Way (ROW), Road & Bridge, and Transfer Station activities, while maintaining compliance with financial policies and procedures.
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Provide assistance to the Director in the preparation and administration of the Public Works and Solid Waste departments budgetary process, including collecting, organizing and researching budget materials and clerical support.
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Assist with all aspects of the County Fueling Station; repairs, outages (manual dispensing), fuel deliveries, cost per gallon, set up new vehicles, replace lost or malfunctioning fuel keys, monthly invoicing to each department and the school district. Annual registration renewal with the State of Colorado. Fleet; maintain and share with appropriate departments accurate county vehicle list, assist with use of the loaner vehicle.
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Log individual water agreements and water drawn from metered water sources throughout the county; prepare and send monthly reports to county legal representation, each entity and the State of Colorado, provide end of year accounting.
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Provide assistance with establishing and maintaining the departments workplace safety plan, maintain safety gear supply inventory, serve on the Safety Committee.
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Record loads of trash, recycled materials and mulch going out of the facility in corresponding tracking spreadsheets.
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Track the Free Trash Day Token program; monthly reporting, annual setup of resident property list, provide residents with their tokens.
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Track the Transfer Station punch card inventory; monthly reconciliation, resupply cashier supply. Order additional cards as needed.
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Contact electronic waste recycling company for E-waste pickups as needed, track settlement reports and certificate of recycling and data destruction paperwork.
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Track Waste Tire Recycling program; contact recycling company for waste tire pickups as needed, track manifests, annual safety training, annual reporting and license renewal with the State of Colorado.
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Performs other duties as assigned.
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Cross-trains others as needed.
Ability to:
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Establish and maintain courteous and effective working relationships with employees, the public and other agencies.
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Organize work, set priorities, meet critical deadlines and follow up on assignments.
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Work efficiently and effectively as a team member within the department.
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Accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives, including effective written and oral communications in English and the ability to listen.
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Exercise independent judgement.
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Understand and follow complex oral and written instructions.
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Maintain a high level of professionalism and diplomacy with customers and residents.
Working Conditions:
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Full-Time position; office hours are Monday – Thursday, 7:00 AM – 5:30 PM
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Works under the direct supervision of the Public Works Director
Minimum job requirements:
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Must possess FEMA ICS 100 and 700 certifications within 6 months of employment (County supported after hired)
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Must have a valid Colorado Driver’s License without any restrictions due to driving record. Must also be able to drive a county vehicle.
Qualifications (Knowledge, Skills and Abilities)
Experience and Work Ethic:
a. proficiency in the use of English for written and verbal communication skills in dealing with peers, subordinates and the public.
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Ability to exercise professional judgment and organization skills.
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Creativity and ability to remain flexible in a changing environment while meeting required deadlines.
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High degree of ethics and integrity.
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Interest in ensuring County policies are adhered to regardless of personal feelings or relationship associated with individual matters.
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Spanish bilingual skills desired, not required.
Technology
a. Experience in effectively using computer hardware, peripherals, and standard computer software programs. Willing to learn new duties and technology-related skills as required and/or needed.
b. Computer literacy, including but not limited to Microsoft Word and Excel. A basic working knowledge of Microsoft PowerPoint preferred.
c. Knowledge of basic accounting/bookkeeping and office skills.
d. Must possess mathematical ability and be able to balance a cash register drawer, verify time cards and deposits and review reports for accuracy.
Civic Minded
a. Must possess strong community interest, while understanding the County government organization, function, policy rules and regulations.
b. Ability to work effectively both independently and as a team member.
c. Attends and actively participates in meetings, while using good judgment when necessary.
d. Ability to review and evaluate operating procedures and recommend improvements.
e. Use of professional and personal discretion to protect the County from any actual and/or perceived appearances of impropriety.
f. Applicate Federal, State and local laws, codes and regulations.
Personal Responsiveness:
- Ability to establish and maintain effective working relationships with co-workers, elected and appointed officials, businesses, the general public and with the ability to communicate effectively.
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Self-directed and self-motivated in job-related tasks.
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Commitment that employment with the County is primary to all other forms of employment.
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Be punctual and prompt for work and meetings.
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Locate, organize, and retrieve department records and files in a timely fashion.
Education / Licensure:
a. High School diploma or equivalent.
b. Two or more years of clerical work experience is required. Work with a local or state government is preferred.
c. Previous customer service experience required.
Mental/Physical Demands:
- The employee typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office.
- The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach or bend.
- Lift up to 20 pounds without assistance to process office supplies and incoming package deliveries.
The above statements are intended to describe the general nature and level of work. They are not intended to be an exhaustive list of requirements, duties and responsibilities. Gilpin County provides reasonable job-related accommodations for disabled persons. Must pass drug screen and pre-employment screening.
- Part-time and Temporary staff are ineligible for the following benefits: medical, dental, vision, 401A, Life Insurance, Short-term & Long-term Disability plans in additional to Long-term care. See the benefit details at the end of the job posting for part-time options.
Benefits for Full Time Employees:
Paid Holidays: Gilpin County provides 13 paid holidays per calendar year. An employee will be paid ten (10) hours per holiday.
Vacation: The first year of employment, (based on the anniversary of the hire date) full-time employees are given 40 hours of vacation and earn 3 hours of paid vacation leave bi-weekly. After that time, leave shall accrue as follows:
Lump Sum on Date of Hire (Hours)
Hourly Accrual Rate
(bi-weekly)
Full-Time employees are encouraged to take their earned vacation leave each year. Vacation time accrual shall cap at the maximum amount and shall not exceed the maximum accrual amount, based on total months of service.
Sick Leave: Full-Time employees shall accrue four (4) hours of sick leave each bi-weekly pay period. The maximum sick leave that may be accumulated by such an employee is 600 hours.
Medical Plans: Gilpin County offers two medical plans with Kaiser and United Health Care. Gilpin County offers a Health Reimbursement Account (HRA) for all employees to cover co-pays, deductibles, and other medical expenses. Employees are eligible for benefits the first of the month following 30 days of service. This HRA card will have $3,000.00 on it for an individual or $6,000.00 for a family. Both plans have a max out of pocket for $1,000 individual or $2,000 per family after the use of the HRA card for in network expenses.
United Health Care Monthly Employee Cost:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$80.85/$167.72/$149.40/$234.30
Kaiser Permanente Monthly Employee Cost:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$72.60/$152.62/$134.47/$210.90
Dental Plan: Gilpin County offers dental coverage through Delta Dental with PPO and Premiere network coverages. Individual deductible at $50 and family deductible at $150. In network coverage for preventative and diagnostic services are covered 100%, basic services covered at 80%, major services at 50%, and ortho covered at 50% with a $2,000 max. The plan offers a “Right Start 4 Kids” plan that covers most children basic services up to their 13th birthday at 100% with no deductible (some exclusions apply). Annual max this plan pays for covered dental services is $2,000 per individual covered on the plan.
Delta Dental Monthly Employee Costs:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$0.00/$28.71/$54.00/$72.50
Vision Plan: Gilpin County offers vision coverage through VSP. In network coverage includes copays at $10 copays with an allowance of $175 per pair of either one prescription eyeglasses or contacts yearly on a 12-month calendar basis and discounts on Lasik.
VSP Vision Monthly Employee Costs:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$0.00/$3.20/$3.40/$5.60
Retirement: Two retirement savings plans are available through the Colorado Retirement Association: 401(a) and 457 Deferred Compensation Plans
- The 401(a) has a 5% required full match with a 4-year vesting period.
- The 457 Plan is optional and has Pre-tax and Roth Options available. After four years of service, this plan could also include a County match as described below.
Social Security, as required by law: 6.2% required full match.
Effective July 8, 2025, for all new employees hired on or after this date, the graduated vesting schedule for the 5% match on employees’ 401(a) plan is as follows:
1 year to less than 2 years
2 years to less than 3 years
3 years to less than 4 years
Starting January 1, 2026, two new voluntary retirement plan matches will be initiated, with one plan for POST (law enforcement officers) and a second for all other employees, based on years of service. The employee would need to make voluntary contributions into a 457 account at the minimum level in order to be eligible for the County match into the employee’s 401(a).
POST 401(a) eligible positions, 1:1 match
POST Employee Contribution to 457
All other 401(a) eligible positions, 1:2 match
Employee Contribution to 457
Short-Term Disability: Short-term disability pays 60% of your earnings with a max of $1,000 per week for up to 11 weeks. Benefits begin on day 15 and your first two weeks you will have to cover with sick, personal, or vacation time. Gilpin County covers 100% of the premium cost of this plan for the employee.
Long-Term Disability: Long-term disability kicks in after 90 consecutive calendar days of a qualified disability. The plan will pay 60% of your earnings with a max of $5,000 monthly. Gilpin County covers 100% of the premium cost of this plan for the employee.
Employee Assistance Program (EAP): EAP is provided through Triad All one Health for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!
Gilpin County Parks & Recreation: Employees receive free memberships, as well as 20% discounts on most services such as childcare, leagues, rentals, in house classes but does not include contract classes.
Benefits for Part Time and Temporary Employees:
Sick Leave: Leave accrues at the rate of 1 hours of sick leave per 30 hours worked to a maximum of 45 hours per year.
Retirement: As a part time or temporary employee, you may participate in the optional 457b or 457 Roth plan. These plans may be started, stopped, and changed anytime during your employment.
Employee Assistance Program (EAP): EAP is provided through Triad All One Health for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!
Retirement: Gilpin County offers optional 457b or 457 Roth plans. The optional 457b plans may be started, stopped, and changed anytime during your employment
Gilpin County Parks & Recreation: Employees receive free membership, as well as 20% discounts on most services such as childcare, leagues, rentals, in house classes but does not include contract classes.
