Administrative Assistant

Jefferson County CO•Golden, CO

22h•Hybrid

About The Position

Jefferson County is seeking an Administrative Assistant to support the Gateway to the Rockies Opioid Council. This position provides administrative and coordination support to the Opioid Council Program Manager, helping the Council and its partners stay organized, connected, and focused on their work in the community. The ideal candidate is organized, dependable, and proactive, with the ability to manage multiple priorities and build positive relationships with staff and community partners. This position is well suited for someone who enjoys coordinating meetings, preparing accurate and accessible materials, maintaining records, and keeping information and processes organized. Strong communication, attention to detail, customer service, and technology skills are important for success in this role. About GROC: We are the Gateway to the Rockies Opioid Council (GROC), uniting Clear Creek, Gilpin, and Jefferson counties to invest opioid settlement dollars in treatment, recovery, harm reduction, and prevention. Our mission is to transform lives, strengthen communities, and fight the opioid crisis head-on. Read more about our work here: https://www.gatewaytotherockiesopioidcouncil.org/

Requirements

High School diploma or GED
Two years of related experience providing administrative, clerical or coordination support.
An equivalent combination of education and experience is acceptable.

Nice To Haves

Experience coordinating meetings, including scheduling, preparing agendas and presentation slide-deck, taking minutes, and tracking follow-up items.
Strong organizational skills with demonstrated ability to manage multiple priorities, deadlines, and requests.
Experience preparing professional correspondence, reports, spreadsheets, forms, presentations, and other business documents.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.
Experience maintaining electronic records, files, databases, or other information-management systems with a high degree of accuracy.
Strong written and verbal communication skills and the ability to communicate effectively with employees, leadership, community partners, and members of the public.
Demonstrated attention to detail, including reviewing documents and data for accuracy, completeness, and consistency.
Experience providing responsive and professional customer service and responding to questions or requests for information.
Ability to work independently, take initiative, anticipate administrative needs, and follow through on assignments.
Experience creating or maintaining digitally accessible documents, emails, and other electronic content.
Ability to handle sensitive or confidential information with professionalism and discretion.
Experience supporting councils, boards, committees, coalitions, or other collaborative groups is a plus.

Responsibilities

Create and maintain documents, forms, and reports and prepare and distribute professional correspondence, spreadsheets, letters, and other materials, ensuring information is complete and accurate.
Maintain organized electronic and physical records and files, including assembling, labeling, filing, retrieving, and distributing documents and monitoring the flow of information and paperwork.
Facilitate communication and coordination among staff, departments, divisions, and community partners, serving as a point of contact and maintaining effective working relationships.
Coordinate and support meetings by scheduling participants, reserving meeting space, coordinating technology and equipment, preparing agendas and presentation materials, recording meeting minutes, documenting action items, and distributing follow-up materials.
Assist with the planning and coordination of meetings, special events, and other activities, including scheduling, logistics, materials, technology, and participant communication.
Provide administrative support for invoice review and internal audit processes by organizing documentation, reviewing invoices and supporting records for completeness and accuracy, identifying discrepancies or missing information, and coordinating follow-up as needed.
Support contract tracking and record maintenance by maintaining organized contract files, monitoring key dates and documentation requirements, updating tracking tools, and ensuring records and supporting materials are current and readily accessible.
Create and maintain digitally accessible materials and ensure emails, correspondence, documents, presentations, and other supported products comply with applicable digital accessibility requirements, standards, and policies.
Perform other duties as assigned.