Administrative Support Specialist - Rueter-Hess Reservoir

Employment Type: 0 - Full-time Regular
Pay Range: $45,054.00 - 67,581.00
Location: Highlands Ranch, CO
Overtime Exempt: N
Elected Office / Department: DEPT OF COMMUNITY DEVELOPMENT

This is a complex administrative position in support of the Division of Parks, Trails and Building Grounds and the Department of Community Development. This position will support the Rueter-Hess Reservoir Recreation Manager. This position performs a wide variety of administrative duties that support the office's operations, including extensive interface with internal contacts and community members.

Generally, the hiring range is $45,054-$56,317 annually. Qualifications, education and experience as it relates to the position will be taken into consideration when determining hiring salary.

Douglas County offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview please view the full Employee Benefit Guide.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following examples are illustrative only and are not intended to be all inclusive:

• Provide support to the Rueter-Hess Reservoir (Reservoir), management and staff within the department. Works as a liaison between management and staff.
• Maintain staff appointment schedules and calendars as management staff requires, including staff vacations.
• Compile, maintain, schedule, and update recreation reservations, permits, client records, facility use and associated facility fees for recreation reservations and rental facilities (this includes all trails, picnic shelters, facilities, and recreation equipment). Responsible for key check-out and check-in with user groups.
• Populate, maintain, schedule, and update the volunteer calendar.
• Answer telephone and greet the public. Provide detailed information, convey messages, maintain reservoir and recreation schedules, handle requests for information, communicate policy interpretation to citizens, and resolves problems and complaints.
• Maintain and update the website and social media content. Work in coordination with Douglas County Communications and Public Affairs Department.
• Prepare standard reports, contracts, agreements, financial reports, brochures, and department/division documents.
• Schedule meetings, coordinate and prepare agenda items, presentations, project briefs, and informational packets for Advisory Boards, Technical Committees, and the Board of County Commissioner (BCC) meetings.
• Works with staff to maintain office supply inventory and printed materials by anticipating needs, monitoring inventory, placing orders, verifying shipments, and restocking. Assure purchases follow County policies/procedures and are within the Reservoir budget.
• Collect and deposit revenue from user groups, recreation reservations, and similar uses at the Reservoir. Reconcile and balance account records.
• Prepare eVouchers for the payment of invoices. Maintain budget spreadsheets to reflect expenditures and line-item balances and routinely reconcile to the system of record.
• Maintains purchasing card receipts for the division and processes them in the system of record.
• Assist with annual Reservoir budget preparation, data entry, reports, and budget submission. Work with staff to support division-wide budgetary tasks and functions.
• Coordinate with the Information Technology department for software, computer, and telephone troubleshooting, repair, and replacement.
• Support staff in coordinating with Facilities on building maintenance or support needs.
• Process new hire and separation paperwork for Reservoir employees and coordinate with the Human Resources and Information Technology Departments and the Sheriff's Office to facilitate recruiting and onboarding needs.
• Verify staff timecards through the Employee Self-Service module and forward them to the approver.
• Serve as a contact for Citizen Connect and respond to inquiries or direct questions to the appropriate supervisory staff member.
• Represent the Reservoir at the advisory board and other technical committee meetings, prepare meeting minutes and maintain the member contact list. Work with the chairman to set agendas, secure presentations and content, and prepare annual recommendation reports for the BCC.
• Serve as the Reservoir’s representative for various boards, committees, and initiatives such as the County Workplace Safety and Security Team.
• Support the administrator of EventPro Operation Management Software and Reservation Booking Systems, and Offero Volunteer Management Software.
• Track and prepare staff travel, including per diem, hotels, airfare, registrations, and mileage.
• Occasionally work on weekends to support community events and volunteer opportunities.
• Perform other duties as assigned.

SUPERVISION RECEIVED: Works primarily independently with specific goals, tasks, and projects. The incumbent will frequently have check-ins and work reviews with their supervisor.

SUPERVISORY RESPONSIBILITIES: This position does not directly supervise other employees.

INDEPENDENT JUDGMENT: Work performed is independent, where achievement is based on results rather than methods utilized. The incumbent is given latitude and individual judgment in selecting the proper means to achieve the desired results, setting priorities, and completing work. Attention to detail is critical.

MINIMUM QUALIFICATIONS:

EDUCATION and/or EXPERIENCE:

• A high school diploma or GED
• Three years of administrative support experience OR any equivalent combination.
• Must possess a strong computer background with the ability to grasp and understand new systems quickly.
• A combination of education and experience may be considered.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge:

• General office practices and procedures.
• Read and comprehend department and County rules, regulations, policies and standard operating procedures.

Skills:

• Proficiency in word processing and spreadsheets is required. Applications include MS Office products (Access, Excel including Word, Visio, PowerPoint), and similar applications.
• Calculate figures and amounts such as interest, proportions, decimals, fractions, and percentages.
• Apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• English language, proper grammar, punctuation, and spelling in other oral and written communication.
• Current business letter writing techniques and methods.
• Provide professional customer service to clients, vendors, staff, and the public.
• Operate standard office equipment, including fax machines, copiers, and computers.
• Perform typing functions within the required words per minute.

Abilities:

• Communicate effectively orally and in writing. Follow written and verbal instructions.
• Establish and maintain effective working relationships with peers, supervisors, staff, elected boards, other departments, agencies, and the public.
• Maintain regular, predictable attendance.
• Maintain sensitive and confidential information.
• Organize material and present information clearly and concisely in verbal and written form.
• Perform duties independently without close supervision by initiating and directing their responsibilities.
• Apply common sense understanding to interpret and carry out a variety of instructions in written, verbal, or diagram form.
• Perform various duties, often changing from one task to another of different nature, without loss of efficiency or composure.
• Ability to generalize, exercise sound judgment, or make decisions based on available information.

CERTIFICATIONS, LICENSES, & REGISTRATIONS:

• Must possess a valid Colorado Driver’s License upon hire, with complying insurance. Review of motor vehicle record is required at time of hire and periodically throughout employment.

WORK ENVIRONMENT:

Physical Work Environment: Work is generally performed in a typical office environment with close and frequent contact with the general public and staff members.

Physical Demands: Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The nature of work is primarily sedentary. While performing the job duties, the employee is occasionally required to stand, walk, sit, talk, hear, and reach with hands and arms.

Material and Equipment Directly Used: Proficiency in word processing, spreadsheets, and pivot charts is required. Multiple software packages and MS office products (Access, Excel, Word, Visio, PowerPoint, Cartegraph, EventPro, and Offero). Ability to use standard office tools, like a computer, copier, telephone, etc.

ADDITIONAL INFORMATION:

This position is open until filled, review of applications will begin immediately and continue until a suitable candidate is selected.

The job details outlined in this posting represent a modified summary of the full job description. A full copy of the job description may be requested by emailing HumanResources@douglas.co.us.

In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions. This may mean being available to perform additional duties and hours beyond what is normally required. In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.