Administrative Specialist - Parks & Recreation
City of Aspen, Aspen, Colorado, United States, 81611
Administrative Specialist, Parks and Recreation
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. Supervision Exercised and Received: Position works under the direct supervision of Parks Business Manager. Does not exercise direct supervision. Essential Job Functions Reception, Administration & Department Support Under supervision of the Parks Business Manager, performs a variety of routine and special clerical, reception, and administrative duties to assist senior and professional members of Department or Office. Uses computer and software applications to accurately type and edit basic correspondence; enter data; retrieve data; search databases; conduct research; create documents; and send emails. Processes various documents, ensuring that all necessary forms are complete and accurate. Answers routine questions and on occasion more detailed questions and requests; 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; maintains and stocks office forms and supplies. Interacts with other offices and departments and outside organizations to obtain and provide information. May function as cashier: receives and processes cash, checks and/or credit card payments; balances cash drawer at the end of the day. When requested, schedules appointments and 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 function 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 level of quality is obtained. Requires flexible shifting of work priorities and office locations as needed. Assists with the execution and planning of departmental special events as needed such as parks picnics, Recreation events, all staff meetings in person. For Parks and Recreation offices, works on small projects around the office environment as needed (such as reorganizing office spaces, and scheduling maintenance repairs) Performs walkthroughs of the Parks Facilities and Recreation Facilities and grounds to ensure orderliness and functionality of the facility, compliance of rules, and health and safety practices are being observed by all users. For Recreation Facilities, coordinates cleaning services with vendor and manages and orders facility supplies. For Recreation, works with the Facilities Maintenance Staff to address work orders, coordinate schedules, and ensure projects are completed. May act as a Recreation Department liaison with Human Resources with direction from the Parks Business Manager. Performs diversified duties in the processing, monitoring, administration of new and returning employees paperwork. With direction, assists with the 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, tracking and as needed daily deposits. Provides information and reports related to the budget process as needed. Processes large quantities of accounts receivable invoices for the 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 training for such as directed by management, Business Services IT and the IT Department. Assists staff as needed with issues related to the operation of work phones, computers, logins, and security protocols. Sets up new cell phones for new employees. Performs maintenance as needed on printers, copiers, and computer hardware to trouble shoot problems to aid in efficiency. City Organizational Values: Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization. This position is responsible for upholding and applying these values while performing daily work functions. Other duties as assigned. Core Competencies:
Displays the following key competencies and behaviors in the overall job performance to include knowledge, skills and abilities: Service:
Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments. Partnership:
Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together. Stewardship:
Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all. Innovation:
Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen's unique culture, opportunities and challenges. Communication:
Knowledge of effective and appropriate communication. Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication. Interpersonal:
Works to develop strength in interpersonal skills. Has the ability to work well with diverse groups of people, both inside and outside the organization. Technology:
Demonstrates technology skills sufficient for the nature and level of position. Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation. Administrative Expertise:
Knowledge of administrative and clerical procedures and systems as well as general budgeting and accounting. Business Acumen:
Knowledge of general business and project management principles and practices as applicable to assigned work, including city budgeting and accounting. Adaptability:
Ability to be extremely adaptive, responsive, and creative daily as the variety of problems, questions, requests, tasks, and duties to performs are endless. Organizational Effectiveness:
Maintains a high level of organization and orderliness including physical maintenance of working spaces. Minimum Qualifications: Education: High School Diploma or equivalent. Experience: One (1) year of administrative and/or office management experience. Technical Knowledge: Must be proficient in the following areas: Microsoft Outlook Email, and a basic understanding of computers and online computer-based technology applications, which includes accessing web based platforms. May also operate calculator, telephone system, copier, scanner, shredder, audio recording devices TV, DVD, projector, cell phone, handheld electronics, or other related equipment. Licenses & Certifications: Must possess a valid Colorado Driver's License or be able to obtain one within 30 days of start date. 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. Preferred Candidate: Associates Degree or some college preferred. A minimum of three (3) years of administrative experience is preferred, as this position is a high-level and complex role providing administrative support to four divisions: Parks, Recreation, Golf, and Business Services. 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 a variety of city facilities and areas. Includes working with staff in other building locations, entry way maintenance, assisting with shipping and receiving deliveries, and occasionally retrieving
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. Supervision Exercised and Received: Position works under the direct supervision of Parks Business Manager. Does not exercise direct supervision. Essential Job Functions Reception, Administration & Department Support Under supervision of the Parks Business Manager, performs a variety of routine and special clerical, reception, and administrative duties to assist senior and professional members of Department or Office. Uses computer and software applications to accurately type and edit basic correspondence; enter data; retrieve data; search databases; conduct research; create documents; and send emails. Processes various documents, ensuring that all necessary forms are complete and accurate. Answers routine questions and on occasion more detailed questions and requests; 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; maintains and stocks office forms and supplies. Interacts with other offices and departments and outside organizations to obtain and provide information. May function as cashier: receives and processes cash, checks and/or credit card payments; balances cash drawer at the end of the day. When requested, schedules appointments and 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 function 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 level of quality is obtained. Requires flexible shifting of work priorities and office locations as needed. Assists with the execution and planning of departmental special events as needed such as parks picnics, Recreation events, all staff meetings in person. For Parks and Recreation offices, works on small projects around the office environment as needed (such as reorganizing office spaces, and scheduling maintenance repairs) Performs walkthroughs of the Parks Facilities and Recreation Facilities and grounds to ensure orderliness and functionality of the facility, compliance of rules, and health and safety practices are being observed by all users. For Recreation Facilities, coordinates cleaning services with vendor and manages and orders facility supplies. For Recreation, works with the Facilities Maintenance Staff to address work orders, coordinate schedules, and ensure projects are completed. May act as a Recreation Department liaison with Human Resources with direction from the Parks Business Manager. Performs diversified duties in the processing, monitoring, administration of new and returning employees paperwork. With direction, assists with the 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, tracking and as needed daily deposits. Provides information and reports related to the budget process as needed. Processes large quantities of accounts receivable invoices for the 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 training for such as directed by management, Business Services IT and the IT Department. Assists staff as needed with issues related to the operation of work phones, computers, logins, and security protocols. Sets up new cell phones for new employees. Performs maintenance as needed on printers, copiers, and computer hardware to trouble shoot problems to aid in efficiency. City Organizational Values: Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization. This position is responsible for upholding and applying these values while performing daily work functions. Other duties as assigned. Core Competencies:
Displays the following key competencies and behaviors in the overall job performance to include knowledge, skills and abilities: Service:
Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments. Partnership:
Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together. Stewardship:
Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all. Innovation:
Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen's unique culture, opportunities and challenges. Communication:
Knowledge of effective and appropriate communication. Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication. Interpersonal:
Works to develop strength in interpersonal skills. Has the ability to work well with diverse groups of people, both inside and outside the organization. Technology:
Demonstrates technology skills sufficient for the nature and level of position. Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation. Administrative Expertise:
Knowledge of administrative and clerical procedures and systems as well as general budgeting and accounting. Business Acumen:
Knowledge of general business and project management principles and practices as applicable to assigned work, including city budgeting and accounting. Adaptability:
Ability to be extremely adaptive, responsive, and creative daily as the variety of problems, questions, requests, tasks, and duties to performs are endless. Organizational Effectiveness:
Maintains a high level of organization and orderliness including physical maintenance of working spaces. Minimum Qualifications: Education: High School Diploma or equivalent. Experience: One (1) year of administrative and/or office management experience. Technical Knowledge: Must be proficient in the following areas: Microsoft Outlook Email, and a basic understanding of computers and online computer-based technology applications, which includes accessing web based platforms. May also operate calculator, telephone system, copier, scanner, shredder, audio recording devices TV, DVD, projector, cell phone, handheld electronics, or other related equipment. Licenses & Certifications: Must possess a valid Colorado Driver's License or be able to obtain one within 30 days of start date. 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. Preferred Candidate: Associates Degree or some college preferred. A minimum of three (3) years of administrative experience is preferred, as this position is a high-level and complex role providing administrative support to four divisions: Parks, Recreation, Golf, and Business Services. 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 a variety of city facilities and areas. Includes working with staff in other building locations, entry way maintenance, assisting with shipping and receiving deliveries, and occasionally retrieving