Administrative Assistant

Boulder County•Boulder, CO

16h•Onsite

About The Position

The Support Services Administrative Assistant is a professional administrative position assigned to the Support Services Division and reports directly to the Support Services Commander. This position provides administrative, financial, payroll, procurement, contract, facility, records management, and project support for the Support Services Division, including Communications, the Evidence Group, and other assigned units. The Administrative Assistant serves as a key administrative resource and assists division leadership in the efficient operation of Support Services programs and functions.

Requirements

At least five years of progressively responsible clerical or administrative experience, preferably in a governmental, public safety, or related environment.
Experience with payroll, budgeting, purchasing, contract administration, records management, and coordination of administrative projects is preferred.
A high school diploma, or equivalent.
Vision - Single eye correctable vision is acceptable. Minimum peripheral vision for single vision is 900 on the ear side and 700 on the nose side.
Hearing - When tested by use of an audiometric device, does not have an average hearing loss in the better ear greater than 40 decibels at 500 Hz, 1000 Hz, and 2000 Hz with or without a hearing aid when the audiometric device is calibrated to American National Standard.
Speech - must have the ability to fluently speak and understand the English language.
Body Movement- Arms and Hands - Constantly types on a keyboard and writes using writing tools such as pens, pencils, and markers.
Use of Legs and Lower Body - Must have the ability to move around the work area unassisted.
Lifting - Occasionally must have the ability to move and lift storage boxes full of paper in the basement.
Flexibility - Frequently must have the ability and range of flexibility to reach overhead, reach below knees, kneel, stand for long periods and work sitting for long periods.

Nice To Haves

Experience with payroll, budgeting, purchasing, contract administration, records management, and coordination of administrative projects is preferred.

Responsibilities

Provides administrative support to division leadership and assigned workgroups.
Assists employees, vendors, partner agencies, and members of the public by providing information and responding to inquiries.
Prepares correspondence, reports, memoranda, presentations, forms, and other documents.
Maintains division filing systems, records, and administrative documentation.
Operates and coordinates maintenance of office equipment.
Maintains office supply inventories and orders supplies as needed.
Sorts and distributes incoming and outgoing mail.
Assists with preparation and monitoring of divisional budgets.
Coordinates invoice processing and payment requests.
Maintains financial spreadsheets and accounting records.
Creates, reviews, processes, and maintains employee timesheets and payroll documentation.
Assists with purchasing, procurement, and vendor coordination activities.
Tracks expenditures and prepares reports as requested.
Assists with preparation, routing, and tracking of contracts, agreements, and other official documents.
Reviews and processes records and documents in accordance with County and Sheriff's Office procedures.
Maintains specialized records and reports.
Assists with document retention and records management processes.
Recommends administrative process improvements when appropriate.
Coordinates meetings, training events, and special projects.
Prepares agendas, meeting materials, and supporting documentation.
Records, prepares, and distributes meeting minutes.
Assists with planning and coordination of graduations, promotions, retirements, recognition programs, and other special events.
Performs special projects of a complex administrative, technical, or confidential nature.
Assists with scheduling and coordination of facility maintenance and repairs.
Coordinates with vendors, contractors, and county departments regarding facility and operational needs.
Assists with uniform ordering and tracking.
Supports operational and logistical needs throughout the Support Services Division.
Performs related work as required.
Assists with additional projects, assignments, and administrative functions as directed by the Support Services Commander or Division Chief