Administrative Specialist - Parks & Recreation

Application Notification: Please note that some communications from Talent Acquisition/ Human Resources department may be sent from noreply@services.cityofaspen.com.

Job Postings Closing Dates: A job posting may close before the listed deadline if the number of applications reaches the limit for that position. If the original deadline produced fewer applications than expected, the posting may remain open longer.

Application: The application must be filled out completely; stating "see resume" anywhere in the application, is not an acceptable substitute for a completed application.

Pay Ranges:
* Hiring Range: The hiring range covers the starting segment of the pay scale, from the entry point up to the first quartile (Q1). Starting pay is determined based on the candidate's qualifications and experience.
* Salary Range: The salary range reflects the full pay range for the position, from the minimum rate to the maximum rate. This represents the earning potential employees can achieve over time while in the role.

Bonus: Up to $3,000 Sign On Bonus May Be Available

• Enjoy Industry Leading Benefits:
• Generous paid vacation and extended sick leave, holidays, and flexible work arrangements.
• Free and discounted transportation options to get around Aspen and the Valley.
• Professional development and learning opportunities, including a tuition reimbursement program.
• Health and wellbeing options that include Medical, Dental, Vision, robust and accessible employee assistance program.
• Monetary bonuses for healthy lifestyle choices and to use towards other personal needs.
• Plan for your future with competitive employer contributions to a 401a retirement plans and Social Security, in addition to an individual 457b retirement plan and Roth IRA option. Have peace of mind with life and disability insurance.

The City of Aspen is an Equal Opportunity Employer

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Job Title: Administrative Specialist, Parks and Recreation
Department: Parks, Business Services Division
Classification: Non-Exempt

Hiring Range: $24.05/hour - $27.06/hour
Salary Range: $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.

Supervision Exercised and Received: Position works under the direct supervision of Parks Business Manager. Does not exercise direct supervision.

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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 the 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.

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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.

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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 supplies from outdoor storage facilities.

NOTE: This position requires a Criminal Background Check upon hire. Employment is contingent upon successful completion of a Criminal Background Check.

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Physical Demands:

Visual Acuity: Ability to bring objects into focus.
Balancing: Maintaining equilibrium.
Bending: Bending or position oneself to move 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 through using two or more body parts or other devices.
Gripping/Grasping: Ability to apply pressure with fingers and palm.
Handling: Seizing, holding, grasping, through use of hands, fingers, or other means.
Hearing: Perceiving and comprehending the nature and direction of sounds.
Kneeling: Bending legs at knees to come to rest on knee or knees
Lifting: Moving objects weighing no more than 10 pounds from one level to another.
Pushing/Pulling: Ability to use upper extremities to exert force in order to press, draw, drag or haul objects in a sustained motion.
Reaching: Extending the hands and arms or other device in any direction.
Repetitive motions: Making frequent or continuous movements.
Sitting: Remaining in a stationary position.
Standing: Ability to sustain position for a period of time.
Stooping: Bending body downward and forward by bending spine at the waist.
Talking: Communicating ideas or exchanging information.
Mobility: Ability to move to traverse 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 designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.