Administrative Specialist, Parks

Administrative Specialist, Parks

*Up to $3,000 Sign On Bonus May Be Available*

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received.   The application must be filled out completely; stating “see resume” anywhere in the application, is not an acceptable substitute for a completed application.

Enjoy Industry Leading Benefits:

Generous paid vacation and extended sick leave, holidays, and flexible work arrangements.
Free and discounted transportation options to get around Aspen and the Valley.
Professional development and learning opportunities, including a tuition reimbursement program.
Health and wellbeing options that include Medical, Dental, Vision, robust and accessible employee assistance program, and nationally recognized wellbeing platform.
Monetary bonuses for healthy lifestyle choices and to use towards other personal needs.
Plan for your future with competitive employer contributions to a 401a retirement plans and Social Security, in addition to an individual 457b retirement plan and Roth IRA option.  Have peace of mind with life and disability insurance.
The City of Aspen is an Equal Opportunity Employer

 

Job Title: Administrative Specialist, Parks

Department: Parks and Recreation, Business Services Division

Classification: Non-Exempt

Position Summary:  Performs complex administrative, technical, and clerical duties in support of the Parks and Open Space, Business Services, Recreation, Golf, Special Events, and Red Brick Arts Center. Works as part of the Parks and Recreation Business Services Administrative Support Team, consistent with the City’s mission and values.

Supervision Exercised and Received: Position works under the direct supervision of Parks Office Manager. Does not exercise direct supervision.

 

Hiring Range: $20.96-$23.58

Pay Range: $20.96-$31.44

Essential Job Functions

Reception, Administration & Department Support

Under supervision of the Parks Office Manager, performs a variety of routine and special clerical, reception, administrative and secretarial duties to assist senior and professional members of Department or Office.  Uses computer and software applications to accurately type and edit basic correspondence; enter data; retrieve data; search databases; conduct research; create documents; and send emails. 
Processes various documents, ensuring that all necessary forms are complete and accurate.  Answers and routes telephone calls appropriately greets caller, assesses situation. Takes accurate messages and completes transaction.  Assists the public and/or employees at front desk appropriately greets visitors; answers routine questions and on occasion more detailed questions and requests; locates documents; fills out forms; makes copies or scanned pdf files. Processes incoming and outgoing mail.  Prints, copies, assembles, distributes and files documents and maintains files. 
Maintains supplies; maintains and stocks office forms.  Interacts with other offices and departments and outside organizations to obtain and provide information.  May function as cashier: receive and process cash, checks and/or credit card payments; balance cash drawer at the end of the day. 
When requested, schedules appointments and maintains monthly calendar, schedules meetings and meeting rooms.  Attends meetings to take and transcribe notes.  May prepare and arrange for publication of agendas and legal notices. 
May function as courier.  If performing the duty of courier, drives city vehicle.
Understands processes and regulations for tree permit applications and provides contact information for City Forester and Project Permit Technician.
Assists all Parks staff as needed. Assists with Parks Use Permits as needed. Reviews all work products to ensure highest level of quality is obtained.
Requires flexible shifting of work priorities and office locations as needed.
Assists with the execution and planning of departmental special events as needed such as parks picnics, Red Brick Arts gallery openings, all staff meetings in person)
Works on small projects around the office environment as needed (such as reorganizing office spaces, scheduling maintenance repairs, maintaining office flower gardens).
Human Resources

May act as a department liaison with Human Resources with direction from the Parks Office Manager.
Performs diversified duties in the processing, monitoring, administration of new and returning employees paperwork.
Budget & Finance

Obtains authorizations for invoicing expenditures, prepares requisitions, and performs accounting functions relative to departmental purchasing, tracking and as needed daily deposits.
Provides information and reports related to the budget process as needed.
Processes large quantities of accounts receivable invoices for the Parks, Recreation, Red Brick Arts, Golf, Special Event, Nordic, and Business Services departments.
Manages accounts payable PO tracking lists and utility provider lists.
Processes and reconciles monthly P-card statements mostly for field staff.
Technology

Assists staff with all computer applications, hardware, and software and training for such as directed by management and the IT department. 
Assists staff as needed with issues related to the operation of work phones, computers, logins, and security protocols.
Sets up new cell phones for new employees.
Performs maintenance as needed on printers, copiers, and computer hardware to trouble shoot problems to aid in efficiency.
City Organizational Values :

Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization.  This position is responsible for upholding and applying these values while performing daily work functions. 

Other duties as assigned.

Core Competencies:

Displays the following key competencies and behaviors in the overall job performance to include knowledge, skills and abilities:

Service: Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments.
Partnership: Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together.
Stewardship: Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all. 
Innovation: Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen’s unique culture, opportunities and challenges. 
Communication : Knowledge of effective and appropriate communication.  Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication.
Interpersonal: Works to develop strength in interpersonal skills.  Has the ability to work well with diverse groups of people, both inside and outside the organization. 
Technology: Demonstrates technology skills sufficient for the nature and level of position.  Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation.
Other:  Knowledge of administrative and clerical procedures and systems as well as general budgeting and accounting.
Other:  Knowledge of general business and project management principles and practices as applicable to assigned work, including city budgeting and accounting.
Other:  Ability to be extremely adaptive, responsive, and creative daily as the variety of problems, questions, requests, tasks, and duties to performs are endless.
Other:  Maintains a high level of organization and orderliness including physical maintenance of working spaces.
 

Minimum Qualifications:

Education: High School Diploma or equivalent.

Experience:  One (1) year of administrative, accounting or accounts payable, and/or office management experience. – . At least 3 years of admin experience would be better as this is a high level, complex position that supports 6 divisions (Parks, Rec, Golf, Business Services, Arts, Nordic, & Special Events. Experience with Oracle is a plus.

Technical Knowledge: Must be proficient in the following areas: Microsoft Outlook Email, Microsoft office suite software products, basic understanding of computers and online computer-based technology applications, which includes accessing web based platforms. May also operate calculator, telephone system, facsimile, copier, scanner, shredder, audio recording devices TV, DVD, projector, cell phone, handheld electronics, or other related equipment.

 

Licenses & Certifications:

Must possess a valid Colorado Driver’s License or be able to obtain one within 30 days of start date.

NOTE: Any combination of experience and education that would likely provide the required abilities, knowledge and skills as determined by the City of Aspen may be substituted for the requirements above.

Preferred Candidate:  – Associates Degree or some college preferred.

NOTE:  This position requires a Criminal Background Check upon hire.  Employment is contingent upon successful completion of a Criminal Background Check.

Position Type and Work Hours:

Regular full time, hours may vary with workload.
Evenings/Weekends may be required depending on department needs and special projects.
Work Environment: 

Indoors: Office environment.
Outdoors/Off-Site: Meetings, trainings, and site visits at a variety of city facilities and areas. Includes working with staff in other building locations, entry way maintenance, assisting with shipping and receiving deliveries, and occasionally retrieving supplies from outdoor storage facilities.
Physical Demands:

Visual Acuity: Ability to bring objects into focus.

Balancing: Maintaining equilibrium.

Bending: Bending or position oneself to move an object from one level to another.

Carrying: transporting or moving an object.

Crouching: Bending body downward and forward by bending leg and spine.

Climbing: Ascending or descending stationary objects.

Eye/Hand/Foot Coordination: Performing work through using two or more body parts or other devices.

Gripping/Grasping: Ability to apply pressure with fingers and palm.

Handling: Seizing, holding, grasping, through use of hands, fingers, or other means.

Hearing: Perceiving and comprehending the nature and direction of sounds.

Kneeling: Bending legs at knees to come to rest on knee or knees

Lifting: Moving objects weighing no more than 10 pounds from one level to another.

Pushing/Pulling: Ability to use upper extremities to exert force in order to press, draw, drag or haul objects in a sustained motion.

Reaching: Extending the hands and arms or other device in any direction.

Repetitive motions: Making frequent or continuous movements.

Sitting: Remaining in a stationary position.

Standing: Ability to sustain position for a period of time.

Stooping: Bending body downward and forward by bending spine at the waist.

Talking: Communicating ideas or exchanging information.

Mobility: Ability to move to traverse from one location to another.

 

NOTE: Currently, due to the COVID-19 pandemic, City professional staff may be required to work on site and or partially remote.

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.