Internal Services Support Specialist

Invite Only • Centennial, CO

1d • Onsite

About The Position

The Internal Services Support Specialist is a customer-oriented position responsible for a variety of administrative duties in support of South Metro Fire Rescue’s Internal Services Division in a manner consistent with organizational values. This position will support several functions including the Deputy Chief, Facilities, and Construction Management. This position is the first point of contact for requests and inquiries requiring strong customer service orientation.

Requirements

• Minimum of a High school Diploma or equivalent GED.
• Three (3) years of responsible administrative experience.
• Possess and maintain a valid Colorado Driver’s license with an acceptable driving record in accordance with the SMFR’s Driving Records Policy.
• Must obtain CPR certification within one (1) year of hire.
• Ability to demonstrate strong customer service orientation.
• Ability to manage multiple projects simultaneously, respond to changing priorities, work with frequent interruptions, and adhere to deadlines in stressful situations.
• Knowledge of and the ability to adhere to the Colorado Open Records Act (CORA).
• Knowledge of principles, practices, and techniques of fire administration, including record keeping, billing, record requests, policy, and procedure.
• Ability to design, coordinate, and layout project materials for Bureau meetings and trainings.
• Ability to provide clear concise verbal and/or written instructions to other employees and supervisors.
• Ability to maintain collaborative relationships with SMFR personnel with the express purpose of aiding and increasing efficiency.
• Skill in verbal and written communication and the ability to comprehend broad and complicated conceptual ideas or strategies and implement such ideas or strategies.
• Ability to prepare clear, concise, and accurate reports, correspondence, and other written materials.
• Ability to work independently and set priorities.
• Ability to interact well with a diverse population with outstanding interpersonal and communication skills.
• Ability to work with confidential and sensitive information and exercise discretion and judgment on sharing such information.
• Knowledge of current versions of SMFR's hardware and a variety of software applications, including Microsoft Dynamics 365 to accurately enter, track and maintain purchasing information.
• Knowledge of business principles and office practices and procedures including business writing and mathematics, report and correspondence development, records management; and basic bookkeeping.
• Knowledge of modern office practices and procedures.

Nice To Haves

• An associate’s degree or additional training in Business Administration, or related field is preferred.

Responsibilities

• Serves as the first point of contact for internal and external phone calls and email correspondence for the assigned functional areas of the Internal Services Division; provides information and assistance to customers; answers questions and provides information; resolves or escalates issues to appropriate personnel.
• Provides a variety of administrative support functions to the Internal Services Division including the Deputy Chief of Internal Services, the Facilities Director and the Capital Project and Construction Manager; monitors and redirects, emails; orders and maintains department supplies; collects and distributes mail; organizes, scans, and files department documents.
• Assists with coordination of various events, secures rooms/locations; prepares invitations or notices for events; provides logistical support for events including preparing materials, presentations, refreshments, set up and take down, etc.
• Assists with the coordination of various meetings including community sessions; prepares packets, exhibits, displays, and other materials; attends meetings, records minutes, action items, and resolutions.
• Assists with preparation of the annual budget for assigned bureaus, prepares quarterly and annual reports, monitors budget expenditures.
• Maintains documents and files; ensures compliance with records retention schedules.
• Prepares purchase requisitions, reconciles, and processes credit card statements.
• Provides administrative support for special projects and assignments including the accreditation process and the implementation of new technology, tracks projects, maintains schedules and deadlines.
• Performs data entry of critical information, compiles statistics, and completes specialized reports.
• Researches, collects, and compiles information from various sources for a variety of internal services functions; assists with collecting and preparing records, reports, and summaries.
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material; ensures accuracy and completeness.
• Acts as tenant liaison for Mineral Headquarters; serves as a point of contact for Facilities vendors and contractors.
• Assists in the upkeep of the work order system; supports inventory and parts control; helps gather, input, and organize budget related paperwork.
• Assists in maintaining Facilities document management.
• Serves as the initial point of contact for vendors, general contractors (GCs), design professionals, and code officials.
• Prepares and publishes public notices for construction projects.
• Prepares contract modifications and amendments.
• Works with legal and general contracting representatives in preparing documents related to project design and delivery.
• Prepares instructions to bidders and facilitates preconstruction meetings; assists in comparing, evaluating, and documenting requests for proposals (RFPs) and bid documents.
• Manages documents and document submittals to Authorities Having Jurisdiction.
• Assists in reconciling expenditures; logs and tracks transmittals, pay requests, and payments to general contractors in accordance with budgets and construction documents.
• Assists in contract closeouts; organizes and files appropriate documents; ensures financial system records are up to date and accurate.
• Performs back up to other Support Specialist positions, as needed.
• Performs other duties as assigned.

Benefits

• All regular full time employees enjoy competitive and equitable base pay, generous leave accruals, medical, dental, and vision insurance, retiree health savings, death and disability benefits, and employee paid retirement contributions.
• SMFR offers a robust fitness and wellness program and professional development opportunities to foster professional growth and employee wellbeing.

What This Job Offers

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