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Administrative Specialist I - Fixed Term

Expired Job

City Of Boulder Boulder , CO 80301

Posted 1 week ago

Overall Job Objective

Under general supervision, provides and coordinates highly developed receptionist, administrative, financial and technical support. Plans, organizes and manages events and projects.

This is a Fixed-Term position with an end date of 12/31/2019

Duties & Responsibilities
1.Provides excellent customer service with a high degree of professionalism while interacting with customers, staff, appointed officials, and the public to resolve problems, answer questions and provide general information.

  • Responsible for knowing and complying with all city and department policies, participating in professional trainings and development, and adhering to attendance and workplace attire policies.
    2.Acts as ambassador for the city as front-desk representative for the City Brenton Building and the City general information telephone line.

  • Answers telephone inquiries

  • Greets the public, answers questions, resolves problems, and refers visitors to appropriate staff members, other city departments and outside agencies

  • Accepts deposits from departments, logs deposits, and hands off to the courier
    3.Provides administrative and staff support to the tax and licensing division

  • Assists with regulatory licensing processing including mailings, distributing and logging license renewal applications, copying, creating posters, reporting to the state, updating content on the website

  • Assists with scheduling/calendaring, agenda routing, room set-up, drafting meeting minutes for large committee meetings including but not limited to: Beverage Licensing Authority meetings, Marijuana Advisory Panel meetings, Special Event Review Team meetings, Marijuana Enforcement Team meetings.

  • Enters financial details into financial system, completes bank deposits and enters deposit detail into licensing database

  • Redacts, scans, and creates license files in accordance with procedures of completed applications to preserve license application integrity and notes completion of this task in database

  • Provide professional communications to licensees regarding renewal requirements and timelines

  • Creates notebooks for both city resource books and state law books when relevant laws and rules change

  • Processes license renewal applications as volume dictates

  • Assists with tax return acceptance and processing, including opening and organizing mail, preparing deposits, and researching accounts

  • Receives and reviews new and renewal license applications for completeness and compliance for the municipal dog licensing and Voice & Sight tag programs. This program will primarily be administered by the Police department, Animal Protection but some applications may be received at the City Brenton Building.
    4.Provides administrative and staff support to the department. This may include, but is not limited to the following:

  • Reviews and coordinates entry of department requisitions and invoices into the financial system for processing.

  • Acts as backup Payroll Coordinator and oversees payroll processes for the department. Ensures accurate submission of payroll by training staff on processes and acting as the contact person with the Payroll Division. Knowledge of time entry related to overtime, shift differential, etc.; and the Payroll software.

  • Coordinates onboarding and off-boarding of department staff.

  • Coordinates facility rentals, meetings and/or events, assists with phone and/or email communications.

  • Provides general assistance to the Finance management team with respect to schedule management, e-mail management, printing management (business cards, budgets, CAFRs, etc.), office supply management and records management.

  • Oversees department facility and furnishings management and maintenance including office furniture, phone system, computer inventory, repairs and renovations, IMPACT cards (Finance department values recognition program cards) and building storage.
    5.Organizes data and records, and applies experienced judgment in evaluating information and alternatives. This may include, but is not limited to the following:

  • Maintains accurate record keeping in databases.

  • Knowledge of City systems and databases for developing reports and responding to record requests.

  • Resolves inquiries and problems.

  • Seeks and identifies opportunities for process improvements. May provide leadership on implementation of new processes and procedures.



High School diploma or equivalent, and a minimum of three years of progressively responsible administrative office experience. Or equivalent combination of experience and education. Ability to maintain a high degree of confidentiality. Work experience demonstrating ability and initiative to work independently with minimal supervision, to prioritize/complete tasks and work load while working under pressure in a fast-paced environment, to pay close attention to detail. Excellent reporting and administrative writing skills, computer skills including databases, spreadsheets, word processing. Customer service, receptionist, and cash handling experience. Demonstrated excellent interpersonal skills, including the ability to establish and maintain effective working relationships with diverse people in an organizational context. Valid driver's license and acceptable motor vehicle record. Have and maintain acceptable background information including criminal conviction record.

DESIRED QUALIFICATIONS In addition to the required minimum qualifications:

Experience performing high level office administration and financial support tasks or working directly for an executive preferably with municipal government functions and processes. Financial, administrative or accounting experience in a municipal setting.

Supplemental Information

DESIRED QUALIFICATIONS In addition to the required minimum qualifications:

Experience performing high level office administration and financial support tasks or working directly for an executive preferably with municipal government functions and processes. Financial, administrative or accounting experience in a municipal setting.

WORKING CONDITIONS - Required Physical and Mental Effort, and Environmental Conditions:

Physical and Mental Effort: Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and/ or operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions.

Work Environment: Works primarily in a clean, comfortable environment. Works in a setting subject to continuous interruptions and background noises.

Machines and equipment used include, but are not limited to, the following: Frequently uses standard office equipment including personal computers, telephones, calculators and copy/fax machines.

ACCOMMODATIONS: Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Note: The above description is illustrative only. It is not meant to be all-inclusive.

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Administrative Specialist I - Fixed Term

Expired Job

City Of Boulder