Administrative SpecialistPrint (https://www.governmentjobs.com/careers/elpasocountyco/jobs/newprint/4431265) ApplyAdministrative SpecialistSalary$39,750.00 - $57,780.00 AnnuallyLocation Colorado Springs, COJob TypeFull-TimeJob Number2400149DepartmentDepartment of Human ServicesOpening Date03/15/2024Closing Date3/28/2024 11:59 PM Mountain
Description
Benefits
Questions
Need more information on completing a job application? See the EPC Application process here (https://admin.elpasoco.com/human-resources/#ApplicationProcess) .
Job SummaryAre you a positive, problem-solving, multi-tasker who can provide a high level of specialized assistance to a dynamic leadership team? Are you proficient with various Office 365 programs and able to meet deadlines with a high level of accuracy? If so, we want you to join our team! As an Administrative Specialist, you will be responsible for providing a wide variety of administrative support to the Executive Team at the El Paso County Department of Human Services to include closely tracking and monitoring various data, scheduling travel and meetings, completing expense reports, and communicating with a wide range of people. Hiring Range:$42,000.00 - $48,770.00annually(salary to be commensurate with qualifications)This position has an anticipated work schedule of Monday – Friday, 40 hours between 7:30am – 5:00pm, subject to change. Under FLSA guidelines, this position is non-exempt.Please be advised this position may close on or after 3/17/2024 without advance notice, should we receive a sufficient number of qualified applications. Performs complex and confidential administrative functions for the Executive Director's Administrative Area of the Department of Human Services (DHS).Essential Duties/Responsibilities
Performs complex and confidential administrative functions for DHS Executive Leadership and administrative area.
Schedules appointments and manages calendars for DHS Executive Leadership. Coordinates pre-briefings and provides meeting materials.
Receives, organizes, and distributes hearing requests received from the Colorado Department of Human Services.
Coordinates with Human Resources, the Assessor’s Office, and DHS staff in redacting private information from El Paso County websites; tracks redaction requests to ensure they are completed.
Responsible for making and coordinating travel arrangements for DHS Executive Leadership. Organizes and submits travel documentation to the Financial Services Department; ensures reimbursements are provided to the appropriate parties.
Facilitates and coordinates DHS staff meetings, to include meeting invitations, organizing presentations, communicating with senior staff to obtain agenda items, and assembling and distributing agenda.
Greets and assists visitors and employees. Answers and screens incoming calls, takes messages, and answers inquiries or refers calls to the proper person or office. Provides accurate and detailed information and/or directions.
Prepares detailed and special correspondence, memorandums, and other documents from brief instructions or notes. Faxes documents, drafts communication for review, and makes copies. Responds to routine correspondence.
Responsible for purchasing, monitoring, and inventorying office supplies while ensuring compliance with County and DHS policies and procedures. Organizes and verifies billings and receipt of materials or services and uses p-card to make payments. Reviews and reconciles expenditures and revenues.
Prepares spreadsheets, reports, and presentations as requested; performs research and provides information as requested and/or utilizes in preparation of spreadsheets, reports, and presentations.
Manages DHS conference room calendars and scheduling requests.
Provides notary services to the Agency as needed.
Maintains office environment and appearance.
Provides backup to coordinate agency vehicle reservations and maintenance requests.
Assists and provides back-up to supervisor in the management and organization of the DHS Executive Director's Administrative Area.
Coordinates and participates in special events as needed.
Performs other duties as required.
QualificationsKnowledge, Skills, and Abilities:
Must possess excellent customer service skills.
Must be detail oriented.
Must be able to communicate effectively, both verbally and in writing. Ability to prepare clear and concise correspondence, reports, spreadsheets, and presentations.
Ability to establish effective working relationships with coworkers, County staff, clients, other agencies, the media, and the public.
Ability to efficiently plan, schedule, and organize.
Ability to manage multiple tasks and reprioritize as work situations change.
Ability to use conflict resolution and problem-solving skills.
Ability to obtain and retain a working knowledge of DHS programs, procedures, and policies.
Ability to work independently and with minimal supervision; ability to assess situations and make prudent and appropriate decisions.
Ability to maintain confidentiality.
Ability to use standard office equipment including computer, fax machine, copier, scanner, and multi-line telephone. Proficiency in Microsoft Office, to include Outlook, Word, Excel, and PowerPoint.
Maintain regular and punctual attendance.
Required Education and Experience:
High school diploma or equivalent education.
Minimum three years of administrative experience in a high volume, public contact environment.
Any equivalent combination of related education and work experience that satisfy the requirements of the job will be considered.
Preferred Education and Experience:
Previous executive administrative support experience.
Licenses/Certificates:
Must possess and maintain a valid driver's license.
Must possess and maintain Notary Public Certification or obtain within six months of employment.
Pre-Employment Requirements:
Must pass conditional post offer background investigation, motor vehicle record check, and drug screen.
Work ConditionsDuties are primarily performed in an office environment; some travel may be required.VISION El Paso County will be a trusted regional leader known for excellence in county service delivery. PURPOSE We provide essential public services to the Pikes Peak Region in support of our residents, businesses, and communities, enhancing the freedom for all to thrive. El Paso County is an E-Verify and Equal Opportunity Employer.El Paso County adheres to Federal drug screening guidelines and requires a pre-employment drug screen.