Senior Administrative Support Specialist

Senior Administrative Support Specialist

Employment Type: 0 - Full-time Regular

Pay Range: $52,402.00 - 80,567.00

Location: Castle Rock, CO

Overtime Exempt: N

Elected Office / Department: DEPT OF COMMUNITY DEVELOPMENT

Provide a wide range of complex administrative duties in support of the Department of Community Development. Maintain high degree of professionalism and attention to detail with internal contacts and community members.

Generally, the hiring range is $52,402-$65,502 annually. Qualifications, education and experience as it relates to the position will be taken into consideration when determining hiring salary.

Douglas County offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview please view the full Employee Benefit Guide.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following examples are illustrative only and are not intended to be all inclusive:

• Operates as a key point of contact for the Department's commissions and boards. Performs the duties of the recording secretary. Prepares agendas, distributes staff reports prepares meeting minutes, and other work products. Provisions and orients newly appointed members.

• Coordinates the annual business personal property tax rebate process. Responsible for required reporting and monitoring of business tax payments for processing and distribution of rebates related to the program.

• Answers telephones and greets the public. Provides detailed information, conveys messages, handles requests for information, and resolves problems and complaints.

• Assists with administrative functions pertaining to various projects.

• Prepares standard reports, contracts, agreements, financial reports, brochures, forms, and similar departmental documents using a variety of software applications.

• Coordinates and prepares agenda items, project briefs and reports for Board of County Commissioners meetings.

• Maintains the Department's web presence by regularly monitoring and testing functionality of web sites and suggesting updates and upgrades. Coordinates with the Communication and Public Affairs and Information Technology Departments. Establishes and implements appropriate internal procedures for development and maintenance of Department web pages.

• Maintains the Department's SharePoint site by regularly monitoring, updating, and providing technical guidance to the Department.

• Maintains the Department's master documents and ensures procedures and format guidelines are met.

• Prepares and monitors submittal schedule for Board of County Commissioners (BCC) meeting packets; works with staff to submit staff reports and accompanying information to BCC.

• Maintains office supply inventory and order items as required. Follows the County's purchasing policies/procedures and ensures purchases are within budget.

• Collects and deposits revenue from land use applicants, users, and other various sources related to the Department. Reconciles and balances account records.

• Prepares eVouchers for the payment of invoices. Maintains budget spreadsheets, shows expenditures and line-item balances and routinely reconciles to system of record.

• Assists with annual budget preparation, data entry, reports, and budget submittal.

• Serves as a contact for Citizen Connect and handle inquiries or direct to appropriate management staff member.

• Distributes incoming mail and supply order delivery to staff.

• Mutually assist other support specialists in the Department as needed.

• Performs other duties as assigned.

SUPERVISION RECEIVED: Works primarily independently with specific goals, tasks, and projects. Frequent check-ins and work reviews by supervisor.

SUPERVISORY RESPONSIBILITIES: This position does not directly supervise other employees.

INDEPENDENT JUDGMENT: Work performed is mostly independently, where achievement is based on results rather than methods utilized. Determines priorities regarding non-routine situations. Applies individual judgment in selecting the proper means to achieve the desired results, set priorities, and complete work. Attention to detail is critical.

MINIMUM QUALIFICATIONS:

EDUCATION and/or EXPERIENCE:

• A high school diploma or GED and three years of administrative support experience.

• A combination of education and experience may be considered.

• The Professional Administrative Certification of Excellence (PACE) or other administrative certifications are preferred.

• Must possess a strong computer background with the ability to grasp and understand new systems quickly.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge:

• General office practices and procedures.

• Read and comprehend department and County rules, regulations, policies, and standard operating procedures.

Skills:

• Managing the flow and handling of confidential, sensitive, and proprietary information.

• Proficiency in word processing and spreadsheets is required. Applications include Microsoft Office 365 products (Excel, Word, Outlook, PowerPoint, Teams), and similar applications.

• Calculate figures and amounts such as interest, proportions, decimals, fractions and percentages.

• Apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

• English language, proper grammar, punctuation, and spelling in other oral and written communication.

• Current business letter writing techniques and methods.

• Provide professional customer service to clients, vendors, staff, and public.

• Operation of standard office equipment including copiers, scanners, printers, telephones, and computers.

• Perform typing functions within required words per minute.

• Exhibits a highly motivated, can-do approach.

• Demonstrates initiative, discretion, and tact in managing email, telephone calls, and other requests.

• Ensures all correspondence is accurate, complete, and properly handled.

Abilities:

• Effectively communicate in both oral and written form.

• Assess the functionality and usability of web pages and communicate issues found or recommend improvements effectively to the manager of the web pages.

• Establish and maintain effective working relationships with peers, supervisors, staff, elected boards, other departments, agencies, and the public.

• Maintain regular, predictable attendance.

• Maintain sensitive and confidential information.

• Organize material and present information clearly and concisely in verbal and written form.

• Perform duties independently without close supervision. Initiative to direct own activities.

• Apply common sense understanding to interpret and carry out a variety of instructions in written, verbal, or diagram form.

• Perform a variety of duties, often changing from one task to another of different nature, without loss of efficiency or composure.

• Generalize judgments or decisions based on available information.

CERTIFICATIONS, LICENSES, & REGISTRATIONS: The Professional Administrative Certification of Excellence (PACE) or other administrative certifications are preferred.

WORK ENVIRONMENT:

Physical Work Environment: Work is generally performed in a typical office environment with close and frequent contact with the general public and staff members.

Physical Demands: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The nature of work is primarily sedentary. While performing the duties of the job, the employee is occasionally required to stand, walk, sit, talk, hear, and reach with hands and arms.

Material and Equipment Directly Used: Multiple software packages and Microsoft Office 365 products (Excel, Word, Outlook, Teams, PowerPoint). General office tools like computers, copiers, telephones, etc.

ADDITIONAL INFORMATION:

Closing Date: 03/22/2024 5:59PM MST. Review of applications will begin immediately and continue until a suitable candidate is selected.

The job details outlined in this posting may represent a modified summary of the full job description. For a full copy of the job description CLICK HERE to view our job classifications.

In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions. This may mean being available to perform additional duties and hours beyond what is normally required. In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.