City of Thornton, Colorado · 2 weeks ago
Administrative Specialist I/II/III- Clerk
Thornton, CO
Full-time
Onsite
New Grad, Entry, Mid, Senior Level
0+ years expThe City of Thornton, Colorado is seeking an Administrative Specialist to provide administrative support with considerable public contact. The role includes tasks such as data entry, processing paperwork, and assisting visitors, while also requiring the ability to work in-person and manage various administrative functions.
Government Administration
Responsibilities
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
Qualification
Required
High school diploma or GED; six months of experience providing clerical or secretarial support for Administrative Specialist I
High school diploma or GED; two years' experience providing administrative support for Administrative Specialist II
High school diploma or GED; four years' experience providing administrative support for Administrative Specialist III
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
Knowledge of terminology used in assigned area for Administrative Specialist II
Knowledge of applicable procurement and process procedures for Administrative Specialist II
Knowledge of applicable legal or administrative procedures for preparing documents for Administrative Specialist II
Skill in setting up and organizing complex filing systems for Administrative Specialist II
Ability to organize and manage multiple competing tasks for Administrative Specialist II
Ability to comprehend and apply Thornton City Code and Administrative Directives, and federal, state and local laws as they apply to assigned department for Administrative Specialist II
Ability to read, interpret and explain policies or procedures to constituents for Administrative Specialist II
Ability to prepare documents unique to areas of assignment for Administrative Specialist II
Knowledge of basic bookkeeping principles for Administrative Specialist III
Skill in exercising independent judgment when prioritizing duties for Administrative Specialist III
Skill in working independently in the absence of supervision for Administrative Specialist III
Ability to provide functional supervision as required for Administrative Specialist III
Ability to identify problems or issues, analyze data, and make sound recommendations based upon findings for Administrative Specialist III
Preferred
Bilingual ability, as determined by City, may be required for some positions in this classification
Knowledge of GIS may be required for some positions
Notary Public for the State of Colorado or CCIC/CBI certification may be required for some positions in this classification
Benefits
Health Insurance
Dental Insurance
Vision Insurance
Life, Dependent Life & Supplemental Life Insurance Options
Voluntary Accidental Death & Dismemberment Policy
Flexible Spending Plan
Retiree Health Savings Plan
Pension Plan & Deferred Compensation Plans
Short & Long-term Disability Plans
Paid Holidays
Vacation & Sick Leave
Multilingual Incentive Pay
Recreation Pass
Wellness Program - Learn more here
In-House Training Opportunities
Tuition Reimbursement
Employee Assistance Program
Flexible Schedules
Hybrid Schedules
Company
City of Thornton, Colorado
The City of Thornton is located just north of Denver, and is the sixth largest city in Colorado.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Keith Bisbe
STORMWATER COORDINATOR
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