Administrative Specialist

Front Range Fire Rescue•Milliken, CO

8d•$52,000 - $62,400•Onsite

About The Position

The Administrative Specialist performs a wide variety of complex administrative, financial, and computer work while assisting the Director of Administrative Services in the efficient and smooth operation of the Administrative Department. FLSA Status: Non-Exempt AT-WILL EMPLOYMENT Employment with Front Range Fire Rescue (FRFR) is on an at-will basis. This means that either the employee or FRFR may terminate the employment relationship at any time, with or without cause, and with or without prior notice, subject to applicable federal or state law. Nothing in this job description, in any FRFR policy, or in any verbal statement shall be interpreted to create a contract of employment or to guarantee employment for any specific duration. No representative of FRFR has the authority to enter into any agreement that modifies this at-will employment relationship unless such an agreement is in writing and signed by the Fire Chief and the employee. SUPERVISION RECEIVED : Works under the general supervision of the Director of Administrative Services. SUPERVISION EXERCISED : This is a non-supervisory position. ESSENTIAL POSITION DUTIES AND RESPONSIBILITIES The Administrative Specialist provides comprehensive administrative, financial, and human resources support to the District. This position supports senior leadership, staff, and external partners by ensuring efficient office operations, accurate records management, and professional customer service in accordance with applicable laws, policies, and best practices. (a)Carries out duties in accordance with applicable federal, state, and local laws and regulations and industry best practices. (b)Obtains and maintains a sound knowledge of applicable federal, state, and local laws and regulations and industry best practices. (c)Provides front-line administrative support, including answering phones, greeting visitors, screening inquiries, and routing requests to appropriate staff. (d)Maintains administrative and legal records, including contracts, resolutions, pension, banking, insurance, and personnel-related documents, ensuring accurate filing and accessibility. (e)Performs a variety of administrative and business functions, including accounts payable, permit and fee tracking, banking support, data entry, report preparation, document management, and records retention. (f) Assists with payroll processing and payroll-related documentation. (g) Provides administrative support for human resources functions, including recruitment, onboarding, promotions, compensation tracking, and benefits administration. (h) Assists with insurance administration, including renewals, enrollment changes, record maintenance, and coordination with providers. (i) Supports grant administration, including preparation and tracking of federal, state, and local grant submissions. (j) Assists with wildland fire billing and related training as required. (k) Supports the Director of Administrative Services and outsourced financial providers with the annual audit process. (l) Acts as a primary administrative contact for pensioners, beneficiaries, actuaries, and financial institutions, and attends quarterly pension board meetings. (m) Assists with preparation for annual elections and serves in support roles as required; acts as a Notary Public for District business. (n) Prepares correspondence and reports for the Fire Chief, Deputy Chiefs, Director of Administrative Services, and Board of Directors, including proofreading and document review. (o) Develops and manages Board reports and Board-related activities. (p) Coordinates and participates in employee functions and District events. (q) Performs the duties of the Director of Administrative Services in their absence, as assigned. (r) Maintains office equipment and supplies, including inventory management and coordination of maintenance and repairs. (s) Participates in job-related training and professional development as assigned. (t) Performs other related duties consistent with the scope and intent of the position.

Requirements

Possess or be able to obtain a valid State of Colorado Driver's License
High School Diploma, or equivalent
Ability to obtain and maintain a Notary commission
Heartsaver CPR/AED
Proficiency with the use of Microsoft and Google Platforms
Some knowledge of governmental accounting practices

Nice To Haves

Associate's Degree
Knowledge of QuickBooks

Responsibilities

Carries out duties in accordance with applicable federal, state, and local laws and regulations and industry best practices.
Obtains and maintains a sound knowledge of applicable federal, state, and local laws and regulations and industry best practices.
Provides front-line administrative support, including answering phones, greeting visitors, screening inquiries, and routing requests to appropriate staff.
Maintains administrative and legal records, including contracts, resolutions, pension, banking, insurance, and personnel-related documents, ensuring accurate filing and accessibility.
Performs a variety of administrative and business functions, including accounts payable, permit and fee tracking, banking support, data entry, report preparation, document management, and records retention.
Assists with payroll processing and payroll-related documentation.
Provides administrative support for human resources functions, including recruitment, onboarding, promotions, compensation tracking, and benefits administration.
Assists with insurance administration, including renewals, enrollment changes, record maintenance, and coordination with providers.
Supports grant administration, including preparation and tracking of federal, state, and local grant submissions.
Assists with wildland fire billing and related training as required.
Supports the Director of Administrative Services and outsourced financial providers with the annual audit process.
Acts as a primary administrative contact for pensioners, beneficiaries, actuaries, and financial institutions, and attends quarterly pension board meetings.
Assists with preparation for annual elections and serves in support roles as required; acts as a Notary Public for District business.
Prepares correspondence and reports for the Fire Chief, Deputy Chiefs, Director of Administrative Services, and Board of Directors, including proofreading and document review.
Develops and manages Board reports and Board-related activities.
Coordinates and participates in employee functions and District events.
Performs the duties of the Director of Administrative Services in their absence, as assigned.
Maintains office equipment and supplies, including inventory management and coordination of maintenance and repairs.
Participates in job-related training and professional development as assigned.
Performs other related duties consistent with the scope and intent of the position.