Administrative Specialist – Utilities

Administrative Specialist

Serve your community, grow your career, and enjoy great benefits:

Up to $3,000 sign on bonus may be available.

• Be part of a collaborative, supportive team in a positive work environment

• Make a real impact in the Aspen community through meaningful public service

• Enjoy flexible schedules and a collaborative, supportive team environment

• Access generous paid time off, holidays, and wellness bonuses

• Take advantage of free or discounted transportation around Aspen and the Valley

• Grow your skills with professional development and tuition reimbursement

• Protect your health with medical, dental, vision, and employee assistance programs

• Earn monetary wellness bonuses for healthy lifestyle choices

• Plan for the future with competitive retirement options (Social Security, 401a, 457b, Roth IRA) and life/disability insurance

The City of Aspen is an Equal Opportunity Employer

Job Title:

Administrative Specialist

Department:
Utilities

Classification:
Non-Exempt

Hiring Range: $24.05/hour - $27.06/hour (DOE - Depending on Experience)

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

Position Summary:

Performs administrative, technical, and clerical duties in support of the Utilities Department, consistent with the organization's values and mission statement.

Supervision Exercised and Received:
Position works under the direct supervision of the Utilities Business Services Manager.

Essential Job Functions:

Administrative Support & Reception

• Performs essential administrative support functions with minimal supervision. A variety of higher-level administrative functions may be required.

• Performs all receptionist duties for department including greeting and assisting customers, receiving, and dispatching telephone, pager system, cell phones, and radio calls.

• Composes letters, reports, newsletters, and other documents with appropriate guidance.

• Creates spreadsheets related to utility billing accounts, backflow programs, and consumption reports.

• Maintains, updates, and improves the department's filing system.

• Develops office forms and procedures.

• Orders and distributes office supplies and maintains office equipment.

• Updates Department/Office's administrative portion of City website.

• May create PowerPoint and other formal presentations.

• May prepare Board and/or commission agendas and supporting materials.

• Performs other duties of a similar or related level as necessary or assigned.

Customer Service

• Assists customers with concerns, instructs customers on various processes and systems, directs customers to appropriate City offices or departments.

• Supports staff in coordination of emergency response situations.

Departmental & Program Support

• Types, proofreads, and edits memorandums, agendas, press releases and other department information as requested.

• Composes and types material requiring judgment as to content, accuracy, and completeness.

• Coordinates leave requests and updates wall calendar.

• Schedules line locates and work orders. Administers related 811 software to ensure continuity.

• Lead for Utilities website updates including water and electric landing pages and links.

• Enters data into utilities software and contacts utilities customers as necessary.

• Lead for entering backflow assembly inspections for all water accounts, which includes minimum of quarterly mailings to customers on upcoming inspection expiration dates, as part of the State mandated Cross Connection Control program.

• May cross train and support in water and electric permitting, including providing department staff and applicant support in the city's permitting software Salesforce.

Financial Administration

• Assists the Utilities Business Services Manager in the water and electric operating budgets to include…