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Check with seller Utilities Administrative Specialist Denver

Published date: April 3, 2022
  • Location: Denver, Colorado, United States

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The listed examples of work are not intended to be all-inclusive. They may be modified with additions, deletions, or changes as necessary.

Customer Service

Answers phones, serves as customer liaison to City residents, and routes public inquires for information to appropriate Utilities Department staff.

Utilities Department Business Services Support

Prepares and distributes meeting agendas, packets, and related materials. Takes, tapes, transcribes, and distributes meeting minutes. Orders office supplies and researches new deals or suppliers. Support department budget preparation and accounting audit preparation. Manages on-boarding for new hires within the department. Establishes, maintains, and adjusts appointments, activity calendars, and work schedules for work groups and individuals. Makes meeting and travel arrangements for managers and ensures all plans are accurate. Prepares and reconciles travel and expense reports.

Records Management

Serves as the Utilities Department expert for electronic and non-electronic records management policy and issues. Coordinates with Utilities Department staff and the City Clerk’s office to ensure accurate records creation, maintenance, use, official record keeping and management and disposition are in accordance with City policies and State regulations. Promotes effective records management throughout the Utilities Department. Maintains and manages central filing systems and records for information that is received and generated by the Utilities Department. Assembles and organizes reports, files, and documents. Coordinates and completes Open Records requests, manages documents for large projects, and assists in coordination of special projects upon request.

Utilities Procurement Support

Provides detailed and accurate accounting of purchase orders, payables, receivables, bank reconciliation and asset management. Enters data into computer systems and databases. Reconciles data entry and corrects errors. Tracks departmental/division purchases and expenditures and prepares summary reports. Determines and codes account numbers.

Technical writing and editing

Prepares and proofreads standardized documents and forms. Composes original correspondence pertaining to specific work and for other staff. Prepares standard and ad hoc reports as required. Prepares routine or frequently required reports including compilation of data, writing of non-technical narrative, and development of report format and presentation. Prepares and provides written articles and narrative for newsletters. Prepares bulletins, brochures, publications, and marketing materials.

Office supplies and inventory management

Orders and maintains inventory of office and other departmental supplies and equipment. Tracks expenditures.

Other Duties & Responsibilities
Performs other duties as assigned and required.
Produces work that is highly accurate, complete and timely. Meets set deadlines.
Knows and complies with all City and department policies; participates in professional trainings and development; and adheres to attendance and workplace attire policies.

PREPARATION AND TRAINING:
Education: High School Education or GED completed

Work Experience: Minimum of 3 years of administrative support, preferably with a customer service component

Certifications and/or Licensures: None

Colorado Public Notary: Ability to obtain within one year of hire.

Required Driver’s License: Valid Colorado driver’s license and a clear or acceptable MVR

An equivalent combination of education, training and relevant job experience may be substituted.

KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge:
Working knowledge of:
Office procedures
MS Word, MS Excel, MS PowerPoint
Paper and computerized filing systems
Business language, grammar, and document formatting
Standard office equipment including copiers, computers, and fax machines
Standard accounting procedures including expense reconciliation, account coding, and accounts receivable

Skills and Abilities:
Computer Skills - Strong keyboard skills needed.

Communication - Excellent use of interpersonal skills needed to handle stressful face-to-face and telephone contact. Ability to function well under pressure. Strong customer service skills needed to research and exchange information with the public and co-workers.

Mathematical - Basic skills needed to perform calculations including percentages, decimals, and averages.

Other:
Must be a quick-learner to be able to:
Perform work in an accurate and efficient manner without continual supervision.
Adapt to changing priorities and effectively manage conflicting priorities.
Learn and apply departmental procedures and City policies quickly and accurately.
Must possess attention to detail and effective and efficient use of resources.

WORKING CONDITIONS:
Work is performed in a standard office environment, requiring sitting for extended periods of time, and occasional light lifting (up to 15 lbs.). Job requires visual and physical capabilities to perform data entry, filing, and to work on computers and associated equipment for the majority of the work day.

PAY RANGE:
$18.82 TO $28.22/HOUR

An offer of employment is contingent upon successful completion of a background check and drug screening.

BENEFITS

The City of Englewood offers a comprehensive benefits package to eligible, full-time employees including paid time off, holidays, medical, dental, and vision.

The City recognizes the value of a healthy work-life balance. The City of Englewood offers hybrid work options to eligible positions.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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