ADMINISTRATIVE ASSISTANT

JEFFERSON COUNTY COMMUNICATIONS CENTER AUTHORITY•Golden, CO

7d•$37 - $44•Onsite

About The Position

Provides a wide variety of administrative support duties to the Executive Director, Human Resources and Management team as well as oversee facility maintenance. Responsibilities include screening calls; administrative support to the Jeffcom Board of Directors for meetings; managing calendars; making travel, meeting and event arrangements; preparing reports; customer relations; coordination of facility maintenance and office management related duties. Sensitivity to confidential matters required.

Requirements

High school diploma or equivalent is required.
Minimum of 5 years of complex administrative support experience required, including dealing with confidential information.
Must possess excellent written and verbal communication skills.
Proficient in English usage, spelling, grammar, and punctuation.
Must have excellent interpersonal skills and the ability to work well with all levels of internal management and staff, outside clients and vendors.
Intermediate to advanced experience with Microsoft Office (Word, Excel, Outlook, PowerPoint); intermediate to advanced computer skills; minimum typing speed of 50 WPM.
Ability to obtain CCIC/NCIC certification within six months of accepting position.
Must be able to pass a background check.
Ability to remain drug and alcohol free; marijuana use is not allowed, even if medically prescribed.

Nice To Haves

Two or more years of college is preferred.
Equivalent combination of education and experience may be substituted for or eliminate some requirements.
Experience with grant writing at the government level preferred.

Responsibilities

Answer telephone, including main number for Jeffcom, and provide information to callers and/or route call to appropriate officials.
Greet and welcome citizens, vendors, contractors, and guests, including escorting them to conference rooms or on tours of the facility; read and route incoming mail; locate and attach appropriate files to correspondence to be answered by Executive Director or designee; prepare outgoing mail.
Manage files and records related to the Executive Director’s office, Human Resources and Jeffcom including, but not limited to, personnel files, contracts, agreements, certificates of liability insurance, legal documents, resolutions, policies, procedures, and Board meeting agendas and minutes, etc.
Maintain contact information for vendors and consultants.
Coordinate and make travel arrangements for assigned staff including managing conference and seminar registrations when needed; maintain appointment schedules and calendars; arrange meetings, conferences, and civic functions as necessary.
Provide support for Jeffcom Board of Directors’ meetings, including: scheduling the meeting room; sending and updating calendar invites to appropriate parties; gathering agenda items, supporting documentation, contracts, reports, etc.; preparing and sending out Board packets; printing documents for meetings, including flagging documents requiring signature; posting notices of meetings and agendas in compliance with Colorado laws and applicable Board policies. Day of meeting responsibilities include room set-up (such as laptop, projection, recorder, water/coffee for guests); taking minutes, gathering signatures on approved documentation, and sending out approved documents to appropriate parties after approval.
Interact with employees, Jeffcom Board, vendors, applicants, and citizens in a positive and professional manner.
Respond to sensitive requests for information and assistance in a timely and professional manner; resolve citizen concerns and complaints; refer inquiries to appropriate personnel; employment verifications
Composes, types, and/or edits a variety of correspondence, reports, memoranda, and other material that requires good judgment as to content, accuracy and completeness. Independently responds to letters and general correspondence of a routine nature. Prepares formal letters of commendation, medals, citations, and citizen citations.
Process invoices for payment, including gaining approval signature(s) as appropriate. Work with accounting vendor to ensure accounts payable, accounts receivable, financial reports, and other financial information is processed. Provide assistance with budget preparation and reconciliation.
Work with Jeffcom’s legal counsel to maintain contracts, certificates of liability, agreements, and any other legal and/or contractual documents.
Order and maintain supplies and essentials, other purchasing as needed.
Run errands as requested for Jeffcom-related business.
Responsible for coordinating emergency and routine repairs and for scheduling preventative maintenance on all facility systems and equipment including: HVAC systems; electrical systems; power generators; exhaust systems; gas powered and electrical landscaping equipment; irrigation systems; kitchen and laundry appliances; building structures including roofs, gutters, doors, drywall, and painting.
Receives and evaluates repair requests from personnel to coordinate repair service.
Maintains detailed records on all facilities including repair records, preventative maintenance schedules, and cost of repair.
Coordinate services for on-call emergency maintenance as required.
Responsible for scheduling all inspections and ensuring all inspections are current and compliant with relevant codes and standards. Performs or coordinates other related maintenance tasks as assigned.
Maintain professional and effective written and verbal communication skills at all times.
Consistently provide excellent customer service to all citizens, emergency responders, member and user agencies, vendors, consultants and co-workers.
Maintain, at all times, confidentiality for our citizens, emergency responders, and employees, including Protected Health Information (“PHI”) as defined under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) in a sensitive, information-rich environment.
Promote a positive, professional image of Jeffcom at all times.
Participate in public education events as scheduled.
Complete job-related trainings, continuing education and certifications to maintain and expand skills and knowledge as assigned and required.
Perform multiple tasks simultaneously while remaining detail oriented.
Follow complex verbal and written instructions. Read, interpret, understand and apply complex documents such as policy and procedure manuals.
Assist with record retention including scanning, cataloging and purging personnel records, background records and other information as needed.
Prepare and proofread routine reports, business letters, and correspondence.
Communicate with others and assimilate and understand information consistent with the essential job functions.
Make sound decisions in a manner consistent with the “Essential Duties, Functions and Responsibilities”.
Ability to read, write, speak and understand the English language at a level adequate to perform the duties of the position.
Maintain regular, predictable and punctual attendance.
Work in excess of 40 hours in a work week, as required, including evenings, holidays and weekends, as needed.
Remain calm and effective during periods of heavy workloads, exercise good judgment, prioritize projects, and obtain and act on information quickly and accurately.
Work cooperatively with vendors, emergency responders, member and user agencies, and co-workers.
Effectively present information in one-on-one and small group situations to citizens, customers, and other employees.
Perform any additional duties as assigned.