Administrative Specialist I​/II​/III- Clerk

Join to apply for the Administrative Specialist I/II/III
- Clerk role at City of Thornton, Colorado.

This is an in‑person position, Monday through Friday from 8:00 a.m. to 5:00 p.m. with a one‑hour lunch. Our service is to the public and as such we need to be in person to provide services to people coming in. No remote or work‑from‑home options are available for this position. Bilingual candidates are encouraged to apply.

• Greets and directs visitors and answers telephones; receives and provides assistance for inquiries or refers callers to appropriate person as necessary; routes communications and messages for department personnel. May assist non‑English speakers.
• Performs administrative support functions such as data entry, typing, filing, reviewing and processing paperwork. Tracks statistical data related to the department/division activities.
• Researches, compiles, organizes, and analyzes data for special projects or reports as assigned, ensuring completion by specified deadlines and in accordance with established goals and objectives. Assists in the preparation of comprehensive reports.
• Types a variety of materials that may include correspondence, memoranda, reports, communications, resolutions, policies, schedules, or records from prepared or handwritten copy. Assumes responsibility for correct spelling, punctuation, grammar and format. May translate communications or documents.
• Interacts with other departments/divisions; serves as a liaison between the department/division and outside agencies, including maintaining office equipment, screening complaints, resolving issues, and providing follow‑up to ensure efficient department/division operations.
• Assists with the coordination of meetings, workshops, and other events, which may include managing catering orders, set‑up and clean‑up. Some evenings / weekends may be required.
• Utilizes data entry, word processing and spreadsheet software to develop and maintain written communications and information.
• Utilizes file maintenance programs to enter, store and/or retrieve information as required or to establish or modify existing files.
• Receives invoices and/or payments, receipts and records payments, balances monies or revenues, researches inconsistencies in records.
• Prepares accounts payable and payroll checks for distribution; prepares payment requests; maintains petty cash and fixed‑asset records.
• Assists with the preparation of department/division budget information.
• Generates statistics; researches, collects and compiles data; prepares supporting charts; verifies reports for accuracy; collates reports; requests additional information as needed. Creates organizational charts.
• Reviews all incoming mail (paper and electronic); drafts routine responses and directs inquiries made in person, email or by telephone to appropriate individuals for response. Identifies sensitive issues and brings them to the immediate attention of management.
• Establishes and maintains a variety of tangible files including, but not limited to, correspondence, contact lists, forms, cards, receipts, reports, and records; maintains logbooks, ledgers or other audit and tracking records. Develops and maintains reference manuals including program processes and procedures of office operations.
• Files and retrieves information as needed; prepares photocopies of various documents as required.
• Operates standard automated office equipment such as multi‑line phones, photocopier, computer, printer, calculator, facsimile, Dictaphone or transcriber.
• May operate two‑way radio to receive and transmit information to personnel.
• May transcribe from dictation or rough drafts. May compose correspondence as directed. Composes and distributes meeting minutes.
• May maintain employee schedules, appointments and vacation calendars; may schedule meetings and activities, or coordinate travel arrangements for department or division staff. Maintains records or travel expenses. Prepares expense reports and cash advances. May maintain leave usage records for department/division employees.
• May provide functional supervision of administrative specialists, interns, or contract employees.
• May be required to work…