Administrative Specialist - Department of Human Services

About the role

VISION El Paso County will be a trusted regional leader known for excellence in county service delivery. PURPOSE We provide essential public services to the Pikes Peak Region in support of our residents, businesses, and communities, enhancing the freedom for all to thrive.

Responsibilities

• Performs complex and confidential administrative support to senior leadership.
• Affords assessments of the urgency and importance of tasks, takes appropriate action, and recommends solutions.
• Conducts research as needed; identifies and evaluates current needs and assembles materials as needed.
• Schedules and organizes complex activities such as events, meetings, travel, and conferences; provides proactive calendar management.
• Covers pre-briefings and provides meeting materials.
• Organizes and prioritizes a high volume of information requests and phone calls; responds courteously and in a timely manner; provides information directly or refers the call appropriately.
• Responds to routine and complex questions and concerns with accurate information.
• Acts in a diplomatic and courteous manner to de-escalate situations.
• Provides reception functions with excellent customer service as needed.
• Assists leadership in monitoring budget(s) and tracking expenditures.
• Prepares budget adjustments, minor and major purchase orders, purchase requisitions, payment requests, and other financial documents.
• Serves as the Procurement Liaison.
• Verifies and processes invoices utilizing the assigned P-card.
• Reconciles financial statements, acquires necessary approvals, and submits documentation to the Finance Services Department.
• Collects and conducts research; compiles and analyzes data or statistics for preparation of reports, spreadsheets, charts, and graphs.
• Develops and designs general business communication, including letters, memos, charts, tables, graphs, meeting minutes, and business plans.
• Proofreads copy for spelling, grammar, and layout, making appropriate changes in adherence to branding standards.
• Prepares spreadsheets, reports, and presentations as requested; performs research and provides information as requested and/or utilizes in preparation of spreadsheets, reports, and presentations.
• Provides administrative and liaison support to boards, commissions, advisory boards, etc., as needed.
• Covers and participates in special events and projects as needed.
• Performs other duties as required.

Requirements

• Must possess excellent organizational, planning, and administrative skills.
• Ability to efficiently plan, schedule, and organize.
• Must possess excellent interpersonal and customer service skills.
• Must be detail-oriented and a self-starter, ensuring accuracy in work.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and PowerPoint as well as data management systems.
• Ability to work independently with minimal supervision; ability to use conflict resolution, apply problem-solving skills, and exercise sound judgment.
• Ability to communicate effectively, both verbally and in writing. Ability to conduct research and present data in a succinct and well-written manner. Ability to prepare clear and concise correspondence, reports, spreadsheets, and presentations.
• Ability to establish effective working relationships with leadership, officials, County staff, clients, other agencies, and the public.
• Ability to manage multiple tasks and reprioritize as work situations change.
• Ability to maintain strict confidentiality.
• Maintain regular and punctual attendance.

Qualifications

• Knowledge, Skills & Abilities: Must possess excellent organizational, planning, and administrative skills. Ability to efficiently plan, schedule, and organize. Must possess excellent interpersonal and customer service skills. Must be detail-oriented and a self-starter, ensuring accuracy in work. Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and PowerPoint as well as data management systems. Ability to work independently with minimal supervision; ability to use conflict resolution, apply problem-solving skills, and exercise sound judgment. Ability to communicate effectively, both verbally and in writing. Ability to conduct research and present data in a succinct and well-written manner. Ability to prepare clear and concise correspondence, reports, spreadsheets, and presentations. Ability to establish effective working relationships with leadership, officials, County staff, clients, other agencies, and the public. Ability to manage multiple tasks and reprioritize as work situations change. Ability to maintain strict confidentiality. Maintain regular and punctual attendance.

Skills

• Microsoft Office Suite (Outlook, Word, Excel, Teams, PowerPoint)
• Data Management Systems
• Conflict Resolution
• Problem-Solving Skills
• Effective Communication (verbal and written)
• Research and Data Presentation
• Administrative Support
• Customer Service
• Financial Management
• Project Coordination
• Meeting Management
• Document Preparation
• Team Collaboration
• Confidentiality

Benefits

This position has an anticipated work schedule of Monday – Friday, 8:00am – 5:00pm; subject to change. In-person only, not eligible for a hybrid work schedule.

Pay

Hiring Range: $54,000.00 - $61,000.00 annually

Schedule

This position has an anticipated work schedule of Monday – Friday, 8:00am – 5:00pm; subject to change.

Application

Please visit our Talent Acquisition page here for application guidance and resources.