Administrative Specialist - Asset (PART -TIME )

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The Asset Department is hiring a part-time* Administrative Specialist. This role will support the Asset team with accounts payable, invoice processing, general administrative tasks, and day-to-day department needs.

*Please note:The City isfilling one (1) Administrative Specialist vacancyand isconsidering both full-time and part-time candidates. If you are more interested in the full-time position, please view our full-time Administrative Specialist -Asset posting here:https://phe.tbe.taleo.net/phe03/ats/careers/v2/viewRequisition?org=ASPENGOV&cws=43&rid=2743&urlSimSignature=QEKItsQ5MLa8TNGqoa8um2hgkvfslP4Qt3Vq8hv14lI%3D. 
 

Job Title: Administrative Specialist
Department: Asset 
Classification: Non-Exempt, Part-time (less than 29 hours per week)

Pay Range:  $23.28/hour - $27.93/hour (DOE - Depending on Experience) 
 

Position Summary:Performs administrative and technical duties in support of the Asset Department, consistent with the organization’s values and mission statement.

Supervision Exercised and Received: Position works under the direct supervision of the Asset Manager.

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Essential Job Functions:  
Administrative Support & Reception
•    Performs essential administrative support functions with minimal supervision.  Occasionally, a variety of higher-level administrative functions may be required with a strong emphasis on budget management and A/P processing.  This includes all billing processing for operations for the facilities that the department is responsible for. 
•    Maintains, updates, and improves the department’s filing system. 
•    Performs other duties of a similar or related level as necessary or assigned.

Customer Service
•    Assists customers with higher-level issues, provides situation assessment, instructs customers on various processes and systems, directs customers to appropriate City offices or departments.
Departmental & Program Support
•    Assists with tracking, filing, and following up with vendors for insurance certificates
•    Assist with tracking and filing As-Needed and service contracts.

Finance
•    Assists with operating budgets to include completion of requisitions, invoice payment and accounting functions.  
•    Performs accounts payable functions.
•    Acts as backup process for purchasing cards when necessary, including review of coding and delivery to Finance to meet stated deadlines.
•    Provides budget assistance and monitors operating and capital budget as requested.

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.

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Core Competencies: Displays the following key competencies 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.
•    Office Management: Knowledge of contemporary office processes and practices including managing files and records, transcription, bookkeeping, and standard office procedures. Ability to maintain a high level of organization and orderliness in the workplace.
•    Finance: Knowledge of accounting principles and practices and preparation of financial reports and data.
•    Safety:Knowledge of relevant policies, procedures, and strategies to promote operational safety.
•    Training Administration: Ability to use job-specific training principles to teach and instruct others.  
•    Problem Solving: Ability to use critical thinking and reasoning in approaching problems and solutions.

Minimum Requirements:
Education:High School diploma or GED equivalent.

Experience: Three (3) years of administrative and/or office management experience. 
 

Technical Knowledge:Must be proficient in Microsoft Excel, Word, and Outlook (Email).

Licenses & Certifications: Must possess a valid Colorado Driver’s License or be able to attain one within 30 days of start date. Must have a basic understanding of computers and online computer-based technology applications, which includes accessing web-based platforms.

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.

NOTE: This position requires a Motor Vehicle Record Check (MVR) and Criminal Background Check upon hire. Employment is contingent upon successfully passing both the MVR and Criminal Background Check.

Position Type and Work Hours: 
•    Part-time, Monday through Friday, less than 29 hours per week.
•    This position offers remote work flexibility in accordance with City policies and operational needs, with in-office attendance required during onboarding and training and for quarterly in-person check-ins.


Work Environment:  
•    Indoors: Office environment. 
•    Outdoors/Off-Site: Meetings and trainings at various City locations.

Physical Demands:
Bending: Bending or position oneself to move an object from one level to another.
Carrying: transporting or moving an object.
Climbing: Ascending or descending stationary objects. 
Crouching: Bending body downward and forward by bending leg and spine. 
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.
Lifting: Moving objects weighing no more than 10 pounds from one level to another. 
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. 
Visual Acuity: Ability to bring objects into focus.
Mobility: Ability to move to traverse from one location to another.
 

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. 
 

The City of Aspen is an Equal Opportunity Employer