Administrative Assistant

Accepting Applications:
October 9, 2026 - October 25, 2026

Position:
Executive Administrative Assistant

Reports To:

Executive DirectorFLSA Status:
Non
- Exempt Vision Statement:
Connecting Lives, Surpassing Expectations Core Values:
Compassion, Professionalism, Integrity, Respect, Unity, Accountability, Adaptability

Position Summary:

Provides a wide variety of administrative support duties to the Executive Director, Human Resources and Management team as well as oversee facility maintenance. Responsibilities include screening calls; administrative support to the Jeffcom Board of Directors for meetings; managing calendars; making travel, meeting and event arrangements; preparing reports; customer relations; coordination of facility maintenance and office management related duties. Sensitivity to confidential matters required.

Supervision Received:

Works under the general supervision of the Executive Director.

Supervision Exercised:

None.

Essential Duties, Functions and Responsibilities(The duties listed are intended only as illustrations of the various types of work that may be performed, and are in no way construed or perceived to be exhaustive. The employee may also be required to perform additional functions and duties as assigned.)
• Answer telephone, including main number for Jeffcom, and provide information to callers and/or route call to appropriate officials.
• Greet and welcome citizens, vendors, contractors, and guests, including escorting them to conference rooms or on tours of the facility; read and route incoming mail; locate and attach appropriate files to correspondence to be answered by Executive Director or designee; prepare outgoing mail.
• Manage files and records related to the Executive Director’s office, Human Resources and Jeffcom including, but not limited to, personnel files, contracts, agreements, certificates of liability insurance, legal documents, resolutions, policies, procedures, and Board meeting agendas and minutes, etc.
• Maintain contact information for vendors and consultants.
• Coordinate and make travel arrangements for assigned staff including managing conference and seminar registrations when needed; maintain appointment schedules and calendars; arrange meetings, conferences, and civic functions as necessary.
• Provide support for Jeffcom Board of Directors’ meetings, including: scheduling the meeting room; sending and updating calendar invites to appropriate parties; gathering agenda items, supporting documentation, contracts, reports, etc.; preparing and sending out Board packets; printing documents for meetings, including flagging documents requiring signature; posting notices of meetings and agendas in compliance with Colorado laws and applicable Board policies. Day of meeting responsibilities include room set-up (such as laptop, projection, recorder, water/coffee for guests);

taking minutes, gathering signatures on approved documentation, and sending out approved documents to appropriate parties after approval.
• Interact with employees, Jeffcom Board, vendors, applicants, and citizens in a positive and professional manner.
• Respond to sensitive requests for information and assistance in a timely and professional manner; resolve citizen concerns and complaints; refer inquiries to appropriate personnel; employment verifications
• Composes, types, and/or edits a variety of correspondence, reports, memoranda, and other material that requires good judgment as to content, accuracy and completeness. Independently responds to letters and general correspondence of a routine nature. Prepares formal letters of commendation, medals, citations, and citizen citations.
• Process invoices for payment, including gaining approval signature(s) as appropriate. Work with…