Administrative Support Specialist – ALE Training and Response

Humane Society Pikes Peak Region•Colorado Springs, CO

27d

About The Position

The Administrative Support Specialist provides administrative, logistical, and operational support to the Animal Law Enforcement (ALE) Training and Response Manager. The position coordinates training programs, emergency preparedness activities, records, and communications across ALE divisions, including the Community Animal Response Team (CART) and Special Operations Response Team (SORT). It supports ALE readiness and effectiveness through accurate recordkeeping, training coordination, and organized emergency-response support, contributing to public safety, animal welfare, and community resilience. The role assists with training schedules and logistics, employee training records and certifications, training materials, classroom and virtual sessions, and documentation such as SOP updates and curriculum materials. It also supports CART and SORT operations through volunteer and deployment records, inventory and maintenance tracking, readiness checklists, and emergency-response paperwork. Additional duties include correspondence, scheduling, reports, filing, event planning, budget and invoice tracking, and coordination with HSPPR departments and external response partners. The position works five eight-hour shifts, primarily Monday through Friday from 8:30 a.m. to 5:00 p.m. Early mornings, evenings, weekends, holidays, or work outside normal hours may be required for training events or emergency activations. The workplace includes animal environments and shared office spaces, with moderate noise and animal allergens. The position may periodically involve driving an HSPPR vehicle.

Requirements

High school diploma or GED.
Prior completion of FEMA ICS courses #100, #200, #300, #400, #700, and #800, or ability to obtain them within 60 days of hire.
Two years of administrative, program coordination, or related experience.
Strong organizational and time-management skills, including the ability to manage multiple priorities.
Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint) and database systems such as PowerDMS, Chameleon, SystemHub, or similar.
Excellent written, verbal, and interpersonal communication skills.
Detail orientation and strong record-keeping and data-entry accuracy.
Ability to maintain confidentiality and handle sensitive information discreetly.
Ability to work in a team-oriented, fast-paced environment with changing priorities.
Valid Colorado driver's license and insurable driving record.
Ability to sit, stand, and work at a computer for extended periods.
Ability to lift up to 25 pounds for equipment setup or supply organization and lift, push, and pull at least 40 pounds with reasonable accommodations.
Ability to be on one's feet for extended periods and to stand, bend, stoop, and crouch.
Ability to work around animals and animal allergens, with limited alternatives available.

Nice To Haves

Coursework or certification in office administration, project coordination, or public safety.
Experience in law enforcement, emergency management, or animal welfare.

Responsibilities

Assist with scheduling and logistics for ALE training programs, including the ALE Training Academy and continuing education.
Track and maintain employee training records, certifications, and continuing education credits.
Prepare rosters, course materials, and evaluation forms for training sessions.
Maintain and update the training calendar and distribute updates to staff and supervisors.
Support development of training documentation, including SOP updates and curriculum materials.
Coordinate classroom space, equipment setup, and virtual training sessions.
Provide administrative support for CART and SORT operations, including volunteer rosters, training records, and deployment documentation.
Maintain inventory logs for trailers, equipment, and supplies, and assist with maintenance scheduling and restocking.
Track disaster-readiness checklists and certification renewals for staff and volunteers.
Support documentation of deployments, after-action reports, and FEMA- or grant-related paperwork.
Prepare and maintain MOUs, contact lists, and communication templates for emergency-response partners.
Manage correspondence, scheduling, and record-keeping for ALE Training and Preparedness programs.
Prepare reports, data summaries, and dashboards for ALE leadership.
Assist with planning ALE recognition, volunteer engagement, and outreach events.
Maintain organized electronic and hard-copy filing systems for training, preparedness, and compliance records.
Assist with developing and tracking program budgets, purchase requests, and vendor invoices.
Support internal communications, meeting agendas, and follow-up documentation.
Serve as a point of contact for training and CART/SORT volunteer inquiries.
Coordinate with HSPPR departments to align training, volunteer, and operational efforts.
Provide timely updates to the Training and Preparedness Coordinator and ALE leadership about scheduling, documentation, and deadlines.