Administrative Specialist - Parks & Recreation

Job Title Administrative Specialist, Parks and Recreation Department Parks, Business Services Division Classification Non-Exempt Pay Range Hiring: $24.05/hour – $27.06/hour Salary: $24.05/hour – $36.08/hour Position Summary Performs complex administrative, technical, and clerical duties in support of the Parks and Open Space, Business Services, Recreation, Golf, and Special Events. Works as part of the Parks and Recreation Business Services Administrative Support Team, consistent with the City’s mission and values. Reception, Administration & Department Support Performs a variety of routine and special clerical, reception, and administrative duties under supervision of the Parks Business Manager. Uses computer and software applications to accurately type and edit basic correspondence; enters, retrieves, and searches data; conducts research; creates documents; sends emails. Processes documents, ensures all necessary forms are complete and accurate; answers routine and occasional detailed questions; locates documents; fills out forms; makes copies or scanned PDF files; processes incoming and outgoing mail. Prints, copies, assembles, distributes, and files documents and maintains files. Maintains supplies and stocks office forms and supplies; interacts with other offices and departments and outside organizations to obtain and provide information. Functions as cashier: receives and processes cash, checks, and/or credit card payments; balances cash drawer at the end of the day. Schedules appointments, maintains monthly calendar, schedules meetings and meeting rooms; attends meetings to take and transcribe notes; may prepare and arrange for publication of agendas and legal notices. May act as courier; if performing the duty of courier, drives city vehicle. Assists all Parks, Recreation and Business Services staff as needed; assists with Recreation Department Grants administration as needed; reviews all work products to ensure highest quality. Requires flexible shifting of work priorities and office locations as needed. Assists with the execution and planning of departmental special events such as parks picnics, Recreation events, and staff meetings. Works on small projects around office environment: reorganizing spaces, scheduling maintenance repairs. Performs walkthroughs of Parks and Recreation Facilities and grounds to ensure orderliness, functionality, compliance, and safety. Coordinates cleaning services with vendor and manages and orders facility supplies for Recreation Facilities. Works with Facilities Maintenance Staff to address work orders, coordinate schedules, and ensure completion of projects. May act as a Recreation Department liaison with Human Resources with direction from the Parks Business Manager. Performs diversified duties in processing, monitoring, and administering new and returning employees paperwork; assists with hiring of new seasonal and intermittent employees, including advertising, new hire paperwork, and initial onboarding/training needs. Budget & Finance Obtains authorizations for invoicing expenditures, prepares requisitions, and performs accounting functions relative to departmental purchasing and daily deposits. Provides information and reports related to the budget process as needed. Processes large quantities of accounts receivable invoices for Parks, Recreation, Golf, Special Event, Nordic, and Business Services Departments. Manages accounts payable PO tracking lists and utility provider lists. Assists in the setup of new suppliers in Oracle in coordination with Finance. Processes and reconciles monthly P‑card statements mostly for field staff. Technology Assists staff with all computer applications, hardware, and software and provides training as directed by management, Business Services IT and the IT Department. Assists staff with issues related to the operation of work phones, computers, logins, and security protocols. Sets up new cell phones for new employees. Performs maintenance on printers, copiers, and computer hardware to troubleshoot problems and aid in efficiency. City Organizational Values Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Core Competencies Service: Provides service with excellence, humility, integrity, and respect; builds trust by listening and following through with commitments. Partnership: Actively creates strong, supportive relationships to attain common goals. Stewardship: Balances social, environmental, and financial responsibilities. Innovation: Develops technical expertise to pursue new ideas and creative outcomes. Communication: Applies effective communication in various contexts. Interpersonal: Works well with diverse groups of people. Technology: Demonstrates sufficient technology skills and willingness to learn new technologies. Administrative Expertise: Knowledge of administrative and clerical procedures and systems. Business Acumen: Knowledge of general business and project management principles, including city budgeting and accounting. Adaptability: Extremely adaptive, responsive, and creative daily. Organizational Effectiveness: Maintains a high level of organization and orderliness. Education High School Diploma or equivalent. Experience One (1) year of administrative and/or office management experience. Technical Knowledge Proficient in Microsoft Outlook Email and basic understanding of computers and online applications. May also operate calculator, telephone system, copier, scanner, shredder, audio recording devices, TV, DVD, projector, cell phone, handheld electronics, or related equipment. Licenses & Certifications Must possess a valid Colorado Driver’s License or be able to obtain one within 30 days of start date. Preferred Candidate Associates Degree or some college preferred. Minimum of three (3) years of administrative experience is preferred. Position Type And Work Hours Regular full time; hours may vary with workload. Evenings/Weekends may be required depending on department needs and special projects. Work Environment Indoors: Office environment. Outdoors/Off‑Site: Meetings, trainings, and site visits at various city facilities and areas; includes staff assistance in other building locations, entry way maintenance, shipping and receiving deliveries, and occasional retrieval of outdoor storage supplies. Physical Demands Visual Acuity: Ability to bring objects into focus. Balancing: Maintaining equilibrium. Bending: Moving an object from one level to another. Carrying: Transporting or moving an object. Crouching: Bending body downward and forward by bending leg and spine. Climbing: Ascending or descending stationary objects. Eye/Hand/Foot Coordination: Performing work using two or more body parts or devices. Gripping/Grasping: Applying pressure with fingers and palm. Handling: Seizing, holding, grasping. Hearing: Perceiving and comprehending sounds. Kneeling: Bending legs at knees. Lifting: Moving objects weighing no more than 10 pounds. Pushing/Pulling: Using upper extremities to exert force. Reaching: Extending hands or arms in any direction. Repetitive motions: Making frequent or continuous movements. Sitting: Remaining in a stationary position. Standing: Sustaining position for a period of time. Stooping: Bending body downward and forward by bending spine at waist. Talking: Communicating ideas or exchanging information. Mobility: Moving from one location to another. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is designed to indicate the general nature and level of work. It is not intended to be a comprehensive list of all duties, responsibilities, and qualifications. Duties and responsibilities may change at any time with or without notice. The City of Aspen is an Equal Opportunity Employer. NOTE: This position requires a Criminal Background Check upon hire. Employment is contingent upon successful completion of a Criminal Background Check. NOTE: Any combination of experience and education that would likely provide the required abilities, knowledge, and skills as determined by the City of Aspen may be substituted for the requirements above. #J-18808-Ljbffr