Administrative Specialist - Department of Human Services

El Paso County • El Paso, CO

4d • 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 role provides complex and confidential administrative support to senior leadership, ensuring the efficient and effective coordination of operations. The ideal candidate thrives in a fast-paced environment, excels at problem-solving, manages multiple priorities, and possesses strong organizational and communication skills. This position requires regular in-person presence and involves supporting leadership with scheduling, data tracking, financial document preparation, and communication development.

Requirements

• Excellent organizational, planning, and administrative skills.
• Ability to efficiently plan, schedule, and organize.
• Excellent interpersonal and customer service skills.
• 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.
• Ability 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

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

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

• Application guidance and resources available on the Talent Acquisition page.

What This Job Offers

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