Job: Administrative Specialist

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Job Description

Overall Job Objective

Summary of Job Duties

City of Aurora, Colorado
It is an exciting time to work for the City of Aurora, we're growing and looking for dedicated and collaborative individuals to join our team of talented and valued employees. Excellent organizations have a set of principles, or core values, that are used to implement their mission and vision. Those values represent the touchstone for the organization, guiding the decisions of the individuals and the organization. At the City of Aurora, we demonstrate our excellence by modeling the CORE 4 Values of:  IntegrityRespect, Professionalism, and Customer Service, and we welcome all who share these values to apply.

Why Work for Aurora?
  • Make a difference in the lives of real people every day
  • Diverse community
  • Competitive total compensation package
  • Well-Funded General Employees Retirement Plan
  • Light rail station minutes away
  • On-site fitness center and overall employee well-being programs
  • Internal educational programs to assist with career advancement
  • Access to innovation work spaces
  •  

Primary Duties and Responsibilities

The Administrative Specialist provides complex administrative support for the Parks and Open Space Department. The duties include managerial support, public contact, and general clerical work to support the Department.
 

  • Prepares, issues, and monitors departmental documents
  • Composes and keys a variety of correspondence and reports
  • Develops and maintains complex record-keeping and reporting systems
  • Gathers, checks, compiles, and prepares a variety of materials for administrative, statistical, and analytical reports
  • Prepares requisitions, monitors, and processes purchasing, related accounting functions and accounts payable
  • Responds to general inquiries and interprets policy and procedures
  • Operates a variety of office equipment including personal computers and related software
  • Maintains, modifies, and updates database information for specialized departmental functions for City tree inventories and work orders
  • Collects revenues and fees and processes them through point of sale system
  • Schedules and maintains work loads
  • Serves as receptionist including answering a multi line telephone and greeting visitors
  • Attends Boards & Commissions meetings to include agendas, minutes and maintains official records 
  • Processes parks shelter reservations and payments
  • Responds to and assists the public both over the phone and in person
  • Performs additional duties as assigned
**This position requires working outside normal business hours of 8am to 5pm, including one weekday evening once a month to attend citizen advisory board/committee meetings and occasional weekends to provide cash handling services at special events. Time will be compensated with a combination of flex/comp-time or overtime.

Minimum Qualifications

Education:
  • High School diploma or GED. Associate's Degree in finance, business, accounting or closely related field preferred.*

Experience: 
  • At least 2 years clerical experience including experience using personal computers and related software. Extensive experience using Microsoft Office 365 and workflow systems, such as AMANDA preferred.*

*An equivalent combination of education, training and experience that demonstrates required knowledge, skills and abilities may be considered.

Knowledge:
  • Knowledge of business english and math; office practices and procedures; and administrative support functions.
Abilities:
  • Ability to establish and maintain effective working relationships with employees and citizens
  • To handle sensitive situations with tact and diplomacy; communicate effectively both orally and in writing
  • Ability to maintain confidentiality concerning City issues including correspondence, contacts, and personnel information
  • Compile and prepare reports and use a variety of office equipment.
  • Must handle multiple interruptions while working on various projects of competing priorities.
Skills: 
  • Strong customer service skills required.
  • Skill in the use of personal computers and related software applications such as Microsoft Office 365 and AMANDA or other workflow systems.
Licenses, Equipment or Certificates Required: 
  • This position may require the incumbent to occasionally use personal equipment (e.g. vehicle, cell phone, tools, etc) in the course of their employment.

Working Conditions

Physical Demands:
  • Primarily sedentary physical work requiring ability to lift a maximum of 35 pounds; occasional lifting, carrying, walking, and standing
  • Frequent hand/eye coordination to operate computer and office equipment
  • Vision for reading, recording, and interpreting information
  • Speech communication and hearing to maintain communication with employees and citizens

Work Environment:
  • Works primarily in a clean, comfortable, office environment

Equipment Used:
  • Frequently uses computer keyboard and standard office equipment
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For Veterans points:  Please show all of your employment history, including military service and related documentation (DD214) on the application.
            
The City of Aurora is an equal opportunity employer.  We are required by state and federal agencies to keep certain statistical records on applicants.  It will not be used in any way to discriminate against you because of your sex, race, age, sexual orientation, creed, national origin, disability or military status, gender identity, unless related to a bona fide occupational qualification as defined by the Colorado Civil Rights Commission and the Equal Opportunity Commission.
                                         
If you need assistance in completing this application, please feel free to contact our office at:  303-739-7225 or visit us at 15151 E Alameda Pkwy., Suite 3500, Aurora, CO 80012.

Despite the changes in Colorado law, the City of Aurora maintains a drug free workplace.  A positive test of marijuana is grounds for disqualification and ineligibility for employment with the city for one year or termination once hired.
 
Drug Testing, Thorough Criminal Background Check, and Employment References:
As a condition of employment, all applicants selected for employment with the City of Aurora must undergo a thorough criminal background check and drug screening. Employment references will be conducted on finalists for City of Aurora vacancies.

 

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