Job Description

Work Schedule and Remote Policy

This is an in?person position, Monday through Friday from 8:00 a.m. to 5:00 p.m. with a one?hour lunch. Our service is to the public and as such we need to be in person to provide services to people coming in. No remote or work?from?home options available for this position. Bilingual candidates are encouraged to apply. This position will include completing U.S. Passports. As such you will be required to become a Passport Agent (training will be provided if needed). If you enjoy providing customer service to people combined with office tasks then this could be a great fit for you!

Overview

Under specified supervision, provides administrative support for a department/division including considerable public contact.

Positions in this class are flexibly staffed and are normally filled internally by advancement from level I to levels II and III or, when filled from the outside, require previous directly related experience.

Administrative Specialist I

Under immediate supervision, this is the entry?level class in the Administrative Specialist series. Incumbents entering this class have limited related work experience. Work is observed and reviewed during performance and upon completion.

Administrative Specialist II

Under general supervision, this is the intermediate?level class in the Administrative Specialist series and is distinguished from level I by the ability to perform the majority of the duties assigned with only general supervision and occasional instruction or assistance.

Administrative Specialist III

Under direction, this is the journey?level class in the Administrative Specialist series and is distinguished from level II by the ability to perform the full range of duties assigned with only occasional instruction or assistance as needed. Incumbents perform more complex and responsible types of functions, are typically responsible for financial record?keeping and complex administrative tasks, and may be required to manage confidential matters and materials. Incumbents may provide functional supervision to interns or other clerical employees.

Essential Functions

(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. The list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.)

• Greets and directs visitors and answers telephones; receives and provides assistance for inquiries or refers callers to appropriate person as necessary; routes communications and messages for department personnel. May assist non?English speakers.
• Performs administrative support functions such as data entry, typing, filing, reviewing and processing paperwork.
• Tracks statistical data related to the department/division activities.
• Researches, compiles, organizes and analyzes data for special projects or reports as assigned, ensuring completion by specified deadlines and in accordance with established goals and objectives.
• Assists in the preparation of comprehensive reports.
• Types a variety of materials that may include correspondence, memoranda, reports, communications, resolutions, policies, schedules or records from prepared or handwritten copy. Assumes responsibility for correct spelling, punctuation, grammar and format. May translate communications or documents.
• Interacts with other departments/divisions; serves as a liaison between the department/division and outside agencies, including maintaining office equipment, screening complaints, resolving issues and providing follow?up to ensure efficient department/division operations.
• Assists with the coordination of meetings, workshops and other events, which may include managing catering orders, set?up and clean?up. Some evenings/weekends may be required.
• Utilizes data entry, word processing and spreadsheet software to develop and maintain written communications and information.
• Utilizes file maintenance programs to enter, store and/or retrieve information as required or to establish or modify existing files.
• Receives invoices and/or payments, receipts and records payments, balances monies or revenues, researches inconsistencies in records.
• Prepares accounts payable and payroll checks for distribution; prepares payment requests; maintains petty cash and fixed asset records.
• Assists with the preparation of department/division budget information.
• Generates statistics; researches, collects and compiles data; prepares supporting charts; verifies reports for accuracy; collates reports; requests additional information as needed. Creates organizational charts.
• Reviews all incoming mail (paper and electronic); drafts routine responses and directs inquiries made in person, email or by telephone to appropriate individuals for response. Identifies sensitive issues and brings them to the immediate attention of management.
• Establishes and maintains a variety of tangible files including, but not limited to, correspondence, contact lists, forms, cards, receipts, reports and records; maintains logbooks, ledgers or other audit and tracking records. Develops and maintains reference manuals including program processes and procedures of office operations.
• Files and retrieves information as needed; prepares photocopies of various documents as required.
• Operates standard automated office equipment such as multi?line phones, photocopier, computer, printer, calculator, facsimile, Dictaphone or transcriber.
• May operate two?way radio to receive and transmit information to personnel.
• May transcribe from dictation or rough drafts. May compose correspondence as directed. Composes and distributes meeting minutes.
• May maintain employee schedules, appointments and vacation calendars; may schedule meetings and activities, or coordinate travel arrangements for department or division staff. Maintains records or travel expenses. Prepares expense reports and cash advances. May maintain leave usage records for department/division employees.
• May provide functional supervision of administrative specialists, interns or contract employees.
• May be required to work overtime.
• Performs other duties as assigned.

Education / Experience

• Administrative Specialist I: High school diploma or GED; six months of experience providing clerical or secretarial support. Equivalent combinations of education and experience may be considered.
• Administrative Specialist II: High school diploma or GED; two years experience providing administrative support. Equivalent combinations of education and experience may be considered.
• Administrative Specialist III: High school diploma or GED; four years experience providing administrative support; or any equivalent combination of education and experience.

Licensing / Certification Requirements

Notary Public for the State of Colorado or CCIC/CBI certification may be required for some positions in this classification.

Bilingual ability, as determined by City, may be required for some positions in this classification.

May need the ability to travel to various locations in a timely manner as the job requires.

Knowledge, Skills, and Abilities

• Administrative Specialist I: Knowledge of the policies, procedures and goals of the city of Thornton and the department; knowledge of general office practices and procedures; knowledge of basic mathematics, spelling, grammar, punctuation and vocabulary; knowledge of city and community partners operations; ability to use standard computer equipment and software including word processing, database management, spreadsheet applications and electronic mail; ability to maintain filing systems; ability to understand and apply City policies and procedures; ability to understand and comply with the goals of the department; ability to operate standard office equipment including personal computers, facsimile and photocopiers; ability to establish and maintain effective working relationships with City employees, other agencies and the general public; ability to listen well and communicate effectively orally and in writing with various audiences; ability to maintain appropriate keyboard skills necessary for successful job performance; ability to prioritize and monitor workflow to ensure assignments are completed on time; ability to solve non?routine problems that may arise.
• Administrative Specialist II: In addition to previous requirements: knowledge of terminology used in assigned area; knowledge of applicable procurement and process procedures; knowledge of applicable legal or administrative procedures for preparing documents; skill in setting up and organizing complex filing systems; ability to organize and manage multiple competing tasks; ability to comprehend and apply Thornton City Code and Administrative Directives, and federal, state and local laws as they apply to assigned department; ability to read, interpret and explain policies or procedures to constituents; ability to prepare documents unique to areas of assignment.
• Administrative Specialist III: In addition to previous requirements: knowledge of GIS may be required for some positions; knowledge of basic bookkeeping principles; skill in exercising independent judgment when prioritizing duties; skill in working independently in the absence of supervision; ability to provide functional supervision as required; ability to identify problems or issues, analyze data and make sound recommendations based upon findings.

Physical and Mental Requirements

While performing the essential duties of this job, the employee is required to reach, finger, talk and hear. This position is mostly sedentary work; exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The employee is required to have close visual acuity.

Application and Background Screening

Examinations may include but are not limited to application screening beyond minimum qualifications; written, oral, practical exercise or any combination thereof or other job?related assessment deemed appropriate by Human Resources. Your application will be used as a screening tool. Completeness and accuracy are important! Any false or untrue statements or material omissions in the application and related paperwork or during the selection process could disqualify you from consideration.

As a condition of employment, the city of Thornton conducts background investigations for all positions which may also include a review of credit report and/or driving record. A drug screen, physical and/or psychological examination administered by a city?designated provider will be required for pre?determined positions.

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Job Tags

Contract work, Work experience placement, Work at office, Local area, Immediate start, Remote work, Monday to Friday, Weekend work, Afternoon shift,

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