Administrative Specialist

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Job Summary

Are you an exceptional communicator, a master of organization, and thrive in a dynamic, technology-driven environment? If so, we've got an exciting opportunity for you to join our Digital, Strategy, and Technology (DST) department as an Administrative Specialist!

Your knack for communication, both verbal and written, will shine as you manage executive communications, including digital signage, announcements, and event planning.

But that's just the beginning. We're looking for a pro who can seamlessly handle schedules, collaborate with executive assistants, directors, and departments across the county, and keep things running smoothly with your impeccable attention to detail.

Your financial acumen will be tested as you manage accounting tasks, including accounts receivable and payable, travel bookings, and vendor invoices. With your mastery of the Microsoft Office Suite, you'll easily tackle tasks, whether creating Excel spreadsheets or crafting professional presentations in PowerPoint.

But wait, there's more! You'll also take charge of supporting DST's technical teams, overseeing agreements, certifications, and user accounts for various platforms. Your role extends to inventory and supplies management, ensuring that our team has everything they need to succeed, from office supplies to SWAG.

This role isn't just about administrative tasks - it's about making a significant impact. You'll have the autonomy to innovate, contribute to our positive culture, and help maintain our department's stellar reputation with customers and staff.

If you're ready to take on a role with immense responsibility, autonomy, and the opportunity to make a significant positive impact, we want to hear from you. Join us at the forefront of technology and strategy as we shape the future together. Apply now, and let's embark on this exciting journey together!

Hiring Range: $57,000.00 - $62,000.00 annually

This position has an anticipated work schedule of Monday - Friday, 7:30am - 4:00pm, subject to change. This position performs complex and confidential administrative functions in support of senior leadership; ensures facilitation and coordination of efficient and effective operations. Essential Duties/Responsibilities

• Performs complex and confidential administrative support to senior leadership. Assesses the urgency and importance of tasks, takes appropriate action, and recommends solutions. Conducts research as needed; identifies and evaluates current needs and assembles materials as needed.
• Schedules and organizes complex activities such as events, meetings, travel, and conferences; provides proactive calendar management. Coordinates pre-briefings and provides meeting materials.
• Organizes and prioritizes a high volume of information requests and phone calls; responds courteously and in a timely manner; provides information directly or refers the call appropriately. Responds to routine and complex questions and concerns with accurate information. Acts in a diplomatic and courteous manner to de-escalate situations. Provides reception functions with excellent customer service as needed.
• Assists leadership in monitoring budget(s) and tracking expenditures. Prepares budget adjustments, minor and major purchase orders, purchase requisitions, payment requests, and other financial documents. Serves as the Procurement Liaison.
• Verifies and processes invoices utilizing the assigned P-card. Reconciles financial statements, acquires necessary approvals, and submits documentation to the Finance Services Department.
• Collects and conducts research; compiles and analyzes data or statistics for preparation of reports, spreadsheets, charts, and graphs.
• Develops and designs general business communication, including letters, memos, charts, tables, graphs, meeting minutes, and business plans. Proofreads copy for spelling, grammar, and layout, making appropriate changes in adherence to branding standards. Responsible for the accuracy and clarity of the final copy.
• Prepares spreadsheets, reports, and presentations as requested; performs research and provides information as requested and/or utilizes in preparation of spreadsheets, reports, and presentations.
• Provides administrative and liaison support to boards, commissions, advisory boards, etc., as needed.
• Coordinates and participates in special events and projects as needed.
• Performs other duties as required.

Supervision Exercised: This classification does not have supervisory authority; however, may be required to provide expertise or limited guidance or direction to employees, such as overseeing work quality, training, and guidance. Typically serves as a subject matter expert on the scope of functional area. Supervision Received: Receives general supervision. This classification typically performs job duties by following established standard operating procedures and/or policies. Regular direction, guidance, and coaching from supervisor may be expected. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically. Qualifications

Knowledge, Skills & Abilities

• Must possess excellent organizational, planning, and administrative skills. Ability to efficiently plan, schedule, and organize.
• Must possess excellent interpersonal and customer service skills.
• Must be detail-oriented and a self-starter, ensuring accuracy in work.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and PowerPoint as well as data management systems.
• Ability to work independently with minimal supervision; ability to use conflict resolution, apply problem-solving skills, and exercise sound judgment.
• Must be able to communicate effectively, both verbally and in writing.
• Ability to conduct research and present data in a succinct and well-written manner. Ability to prepare clear and concise correspondence, reports, spreadsheets, and presentations.
• Ability to establish effective working relationships with leadership, officials, County staff, clients, other agencies, and the public.
• Ability to manage multiple tasks and reprioritize as work situations change.
• Ability to maintain strict confidentiality.
• Maintain regular and punctual attendance.

Required Education & Experience

• High school diploma or equivalent education.
• Three years of administrative experience.
  • Associate's degree may substitute for one year of the required experience.
  • Bachelor's degree may substitute for two years of the required experience.

Preferred Education & Experience

• Senior or executive-level administrative support experience.
• Experience in the public sector or a government setting.

Licenses/Certificates

• Must possess and maintain a valid driver's license.

Pre-Employment Requirements

• Must pass conditional post offer background investigation, motor vehicle record check, and drug screen.

Work Conditions

Duties are primarily performed in an office environment and remote work environment dependent upon Department discretion and business needs; some travel may be required. The classification specification above is intended to represent only the key areas of responsibilities and minimum qualifications; specific job assignments, duties, education, experience, licenses/certifications, and environmental conditions will vary depending on the needs of the department/office and the particular assignment. Changes to this document may only be made by a member of the Human Resources Department.

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.

How to Submit an Application:

After reading and knowing the criteria and minimum requirements for qualifications that have been explained from the Administrative Specialist job info - El Paso County Colorado Springs, CO above, thus jobseekers who feel they have not met the requirements including education, age, etc. and really feel interested in the latest job vacancies Administrative Specialist job info - El Paso County Colorado Springs, CO in 2025-03-20 above, should as soon as possible complete and compile a job application file such as a job application letter, CV or curriculum vitae, FC diploma and transcripts and other supplements as described above, in order to register and take part in the admission selection for new employees in the company referred to, sent via form this bottom.