Administrative Specialist - Asset

• 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

Up to $3,000 Sign On Bonus may be available.

Job Title: Administrative Specialist

Department: Asset

Classification: Non-Exempt, Full-Time

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

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

Position Summary: Performs advanced administrative, technical, and clerical 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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• 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.
• Performs all receptionist duties for department including greeting and assisting customers, receiving, and dispatching telephone, cell phones, and radio calls.
• Composes letters, reports, and other documents with appropriate guidance.
• Manages and distributes department mail and packages.
• Maintains, updates, and improves the department’s filing system.
• Develop office forms and procedures.
• Orders and distributes all office and kitchen supplies and maintains office equipment.
• 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.

• Assists customers with higher-level issues, provides situation assessment, instructs customers on various processes and systems, directs customers to appropriate City offices or departments.

• 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.
• Assists in the coordination of recruitment and interview process.
• Assists with tracking, filing, and following up with vendors for insurance certificates
• Assist with tracking and filing As-Needed and service contracts.

• 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.
• Prepares weekly expenditure reports on fund budgets for distribution to agency management and project managers.
• Provides budget assistance and monitors operating and capital budget as…