Administrative Assistant II
City of Aspen
Aspen, CO
Full-time
Health Care Provider
Posted on September 22, 2021
Opportunities at the City of Aspen!
Administrative Assistant II
Position Overview:
The Administrative Assistant performs administrative, technical, and clerical duties in support of the Parks and Open Space, Business Services, Recreation, Golf, Special Events, and Red Brick Arts Center. Works as part of the Parks and Recreation Business Services Administrative Support Team. Further, this position models the organization’s core values and mission in all interactions with internal and external stakeholders.
Job Responsibilities:
- Performs a variety of routine and special clerical, reception, administrative and secretarial 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 large quantities of accounts receivable invoices for the Parks, Recreation, Red Brick Arts, Golf, Special Event, Nordic, and Business Services departments. 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.
- Answers and routes telephone calls appropriately greets caller, assesses situation. Takes accurate messages and completes transaction. Assists the public and/or employees at front desk appropriately greets visitors; answers routine questions and on occasion more detailed questions and requests; locates documents; fills out forms; makes copies or scanned pdf files.
- Assists staff as needed with issues related to the operation of work phones, computers, logins, and security protocols. Assists staff with all computer applications, hardware, and software and training for such as directed by management and the IT department.
- Performs diversified duties in the processing, monitoring, administration of new and returning employees paperwork. May act as a department liaison with Human Resources with direction from the Parks Office Manager.
Competencies:
- Service: Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments.
- Partnership: Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together.
- Stewardship: Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all.
- Innovation: Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen’s unique culture, opportunities, and challenges.
- Communication: Knowledge of effective and appropriate communication. Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication.
- Interpersonal: Works to develop strength in interpersonal skills. Has the ability to work well with diverse groups of people, both inside and outside the organization.
- Technology: Demonstrates technology skills sufficient for the nature and level of position. Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation.
Qualifications:
- Three years of professional experience in administration or reception.
- High School Diploma or GED equivalent.*
- Must be proficient in Microsoft Office Suite and have a basic understanding of computers and online computer-based technology applications, which includes accessing web-based platforms.
EOE