Administrative Specialist - Parks & Recreation

Job Title: Administrative Specialist, Parks and Recreation

Department: Parks, Business Services Division

Classification: Non-Exempt

Hiring Range: $24.05/hour - $27.06/hour

Salary Range: $24.05/hour - $36.08/hour

• Hiring Range: The hiring range covers the starting segment of the pay scale, from the entry point up to the first quartile (Q1). Starting pay is determined based on the candidate’s qualifications and experience.
• Salary Range: The salary range reflects the full pay range for the position, from the minimum rate to the maximum rate. This represents the earning potential employees can achieve over time while in the role.

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

• 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.
• 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

Reception, Administration & Department Support

• Under supervision of the Parks Business Manager, performs a variety of routine and special clerical, reception, and administrative 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 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 and supplies. Interacts with other offices and departments and outside organizations to obtain and provide information. May function as cashier: receives and processes cash, checks and/or credit card payments; balances 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.
• Assists all Parks, Recreation and Business Services staff as needed. Assists with Recreation Department Grants administration 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, Recreation events, all staff meetings in person.
• For Parks and Recreation offices, works on small projects around the office environment as needed (such as reorganizing office spaces, and scheduling maintenance repairs)
• Performs walkthroughs of the Parks Facilities and Recreation Facilities and grounds to ensure orderliness and functionality of the facility, compliance of rules, and health and safety practices are being observed by all users.
• For the Recreation Facilities, coordinates cleaning services with vendor and manages and orders facility supplies.
• For Recreation, works with the Facilities Maintenance Staff to address work orders, coordinate schedules, and ensure projects are completed.
• May act as a Recreation Department liaison with Human Resources with direction from the Parks Business Manager.
• Performs diversified duties in the processing, monitoring, administration of new and returning employees paperwork. With direction, assists with the hiring of new seasonal and intermittent employees including advertising, new hire paperwork, and initial onboarding/training needs.

• 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, Golf, Special Event, Nordic, and Business Services Departments.
• Manages accounts payable PO tracking lists and utility provider lists.
• Assists in the setup of new suppliers in Oracle in coordination with Finance.
• Processes and…