Administrative Specialist - Department of Human Services

El Paso County • El Paso, CO

3d • Onsite

About The Position

El Paso County Department of Human Services is seeking a detail-oriented and proactive Administrative Specialist to join their Executive Team. This in-person position offers a hiring range of $54,000.00 - $61,000.00 annually and requires a Monday-Friday, 8:00 am - 5:00 pm work schedule, which may be subject to change. The role involves performing complex and confidential administrative functions to support senior leadership, ensuring efficient and effective operations. This position requires regular in-person presence as an essential job function and may be subject to grant funding. Additional background checks, including a Government Program Fraud check and Child Welfare Abuse & Neglect database check, may be required due to the sensitive nature of the role. Please note that this position may close without advance notice if a sufficient number of qualified applications are received.

Requirements

• Must possess excellent organizational, planning, and administrative skills.
• Ability to efficiently plan, schedule, and organize.
• Must possess excellent interpersonal and customer service skills.
• Must be detail-oriented and a self-starter, ensuring accuracy in work.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and PowerPoint as well as data management systems.
• Ability to work independently with minimal supervision; ability to use conflict resolution, apply problem-solving skills, and exercise sound judgment.
• Must be able to communicate effectively, both verbally and in writing.
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to prepare clear and concise correspondence, reports, spreadsheets, and presentations.
• Ability to establish effective working relationships with leadership, officials, County staff, clients, other agencies, and the public.
• Ability to manage multiple tasks and reprioritize as work situations change.
• Ability to maintain strict confidentiality.
• Maintain regular and punctual attendance.
• High school diploma or equivalent education.
• Three years of administrative experience.
• Must possess and maintain a valid driver's license.

Nice To Haves

• Understanding of or experience working with Department of Human Services division programs.
• Senior or executive-level administrative support experience.
• Experience in the public sector or a government setting.

Responsibilities

• Performs complex and confidential administrative support to senior leadership.
• Assesses the urgency and importance of tasks, takes appropriate action, and recommends solutions.
• Conducts research as needed; identifies and evaluates current needs and assembles materials as needed.
• Schedules and organizes complex activities such as events, meetings, travel, and conferences; provides proactive calendar management.
• Coordinates pre-briefings and provides meeting materials.
• Organizes and prioritizes a high volume of information requests and phone calls; responds courteously and in a timely manner; provides information directly or refers the call appropriately.
• Responds to routine and complex questions and concerns with accurate information.
• Acts in a diplomatic and courteous manner to de-escalate situations.
• Provides reception functions with excellent customer service as needed.
• Assists leadership in monitoring budget(s) and tracking expenditures.
• Prepares budget adjustments, minor and major purchase orders, purchase requisitions, payment requests, and other financial documents.
• Serves as the Procurement Liaison.
• Verifies and processes invoices utilizing the assigned P-card.
• Reconciles financial statements, acquires necessary approvals, and submits documentation to the Finance Services Department.
• Collects and conducts research; compiles and analyzes data or statistics for preparation of reports, spreadsheets, charts, and graphs.
• Develops and designs general business communication, including letters, memos, charts, tables, graphs, meeting minutes, and business plans.
• Proofreads copy for spelling, grammar, and layout, making appropriate changes in adherence to branding standards.
• Responsible for the accuracy and clarity of the final copy.
• Prepares spreadsheets, reports, and presentations as requested; performs research and provides information as requested and/or utilizes in preparation of spreadsheets, reports, and presentations.
• Provides administrative and liaison support to boards, commissions, advisory boards, etc., as needed.
• Coordinates and participates in special events and projects as needed.
• Performs other duties as required.

Benefits

• El Paso County is an E-Verify and Equal Opportunity Employer.
• El Paso County adheres to Federal drug screening guidelines and requires a pre-employment drug screen.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED