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South Metro Fire Rescue · 2 weeks ago

Internal Services Support Specialist

Centennial, CO

Full-time

Onsite

Mid Level

$64K/yr - $76K/yr

3+ years exp

South Metro Fire Rescue is seeking an Internal Services Support Specialist to provide administrative support within their Internal Services Division. The role involves customer service, administrative duties, and coordination of various functions including budget preparation and event logistics.

CommunitiesPublic SafetyTraining

Comp. & Benefits

Responsibilities

Serves as the first point of contact for internal and external phone calls and email correspondence for the assigned functional areas of the Internal Services Division; provides information and assistance to customers; answers questions and provides information; resolves or escalates issues to appropriate personnel

Provides a variety of administrative support functions to the Internal Services Division including the Deputy Chief of Internal Services, the Facilities Director and the Capital Project and Construction Manager; monitors and redirects, emails; orders and maintains department supplies; collects and distributes mail; organizes, scans, and files department documents

Assists with coordination of various events, secures rooms/locations; prepares invitations or notices for events; provides logistical support for events including preparing materials, presentations, refreshments, set up and take down, etc

Assists with the coordination of various meetings including community sessions; prepares packets, exhibits, displays, and other materials; attends meetings, records minutes, action items, and resolutions

Assists with preparation of the annual budget for assigned bureaus, prepares quarterly and annual reports, monitors budget expenditures

Maintains documents and files; ensures compliance with records retention schedules

Prepares purchase requisitions, reconciles, and processes credit card statements

Provides administrative support for special projects and assignments including the accreditation process and the implementation of new technology, tracks projects, maintains schedules and deadlines

Performs data entry of critical information, compiles statistics, and completes specialized reports

Researches, collects, and compiles information from various sources for a variety of internal services functions; assists with collecting and preparing records, reports, and summaries

Composes, types, and edits a variety of correspondence, reports, memoranda, and other material; ensures accuracy and completeness

Acts as tenant liaison for Mineral Headquarters; serves as a point of contact for Facilities vendors and contractors

Assists in the upkeep of the work order system; supports inventory and parts control; helps gather, input, and organize budget related paperwork

Assists in maintaining Facilities document management

Serves as the initial point of contact for vendors, general contractors (GCs), design professionals, and code officials

Prepares and publishes public notices for construction projects

Prepares contract modifications and amendments

Works with legal and general contracting representatives in preparing documents related to project design and delivery

Prepares instructions to bidders and facilitates preconstruction meetings; assists in comparing, evaluating, and documenting requests for proposals (RFPs) and bid documents

Manages documents and document submittals to Authorities Having Jurisdiction

Assists in reconciling expenditures; logs and tracks transmittals, pay requests, and payments to general contractors in accordance with budgets and construction documents

Assists in contract closeouts; organizes and files appropriate documents; ensures financial system records are up to date and accurate

Performs back up to other Support Specialist positions, as needed

Performs other duties as assigned

Qualification

Customer ServiceAdministrative SupportProject ManagementMicrosoft Dynamics 365Budget PreparationVerbal CommunicationWritten CommunicationInterpersonal SkillsConfidentiality

Required

Minimum of a High school Diploma or equivalent GED

Three (3) years of responsible administrative experience

Possess and maintain a valid Colorado Driver's license with an acceptable driving record in accordance with the SMFR's Driving Records Policy

Must obtain CPR certification within one (1) year of hire

Ability to demonstrate strong customer service orientation

Ability to manage multiple projects simultaneously, respond to changing priorities, work with frequent interruptions, and adhere to deadlines in stressful situations

Knowledge of and the ability to adhere to the Colorado Open Records Act (CORA)

Knowledge of principles, practices, and techniques of fire administration, including record keeping, billing, record requests, policy, and procedure

Ability to design, coordinate, and layout project materials for Bureau meetings and trainings

Ability to provide clear concise verbal and/or written instructions to other employees and supervisors

Ability to maintain collaborative relationships with SMFR personnel with the express purpose of aiding and increasing efficiency

Skill in verbal and written communication and the ability to comprehend broad and complicated conceptual ideas or strategies and implement such ideas or strategies

Ability to prepare clear, concise, and accurate reports, correspondence, and other written materials

Ability to work independently and set priorities

Ability to interact well with a diverse population with outstanding interpersonal and communication skills

Ability to work with confidential and sensitive information and exercise discretion and judgment on sharing such information

Knowledge of current versions of SMFR's hardware and a variety of software applications, including Microsoft Dynamics 365 to accurately enter, track and maintain purchasing information

Knowledge of business principles and office practices and procedures including business writing and mathematics, report and correspondence development, records management; and basic bookkeeping

Knowledge of modern office practices and procedures