Administrative Assistant I

Company: El Paso-Teller County 9-1-1 Authority
Location: Colorado Springs
Posted on: January 20, 2023

Job Description:

Job DescriptionSalary: $20.53 per hour to $26.78 per hour, DOE ADMINISTRATIVE ASSISTANT IThe job duties and responsibilities are intended to present a descriptive list of the functions performed by employees in this position. The identified responsibilities are not intended to reflect all tasks performed within the job. Date Approved: 01.13.2023Date Revised: 01.01.2023FSLA: Non-ExemptGrade: 13Pay & Benefits: Pay scale: $20.53 per hour to $26.78 per hour, DOE. Full Benefits package available on first of the month after start date, PERA included. DEFINITIONPerforms a variety of general, clerical, and routine office duties in support of the El Paso – Teller County 9-1-1 Authority (Authority) stakeholders. SUPERVISION RECEIVED AND EXERCISED

• Reports to the Executive Assistant in the Administrative Department. ESSENTIAL FUNCTIONS
  • Provides clerical support to Authority staff; assists as needed in the daily clerical operations of all Authority departments.
  • Operates office machines including copiers, scanners, phones and voicemail systems, personal computers, and other standard office equipment.
  • Serves as a first point-of-contact for The Authority; answers telephone, greets visitors, takes and delivers messages, provides general information.
  • Works as the facility security system administrator and the Vender Management Administrator; handles visitor check- in and check-out; ensures improved visitor check-ins and the creation and distribution of Authority security badges. Updates and changes gates and doors security times to meet a dynamic and changing meetings schedule.
  • Copies, sorts, files records related to office activities, business transactions and distributes materials.
  • Maintains a variety of files, records, and correspondence; sorts, collates, and files records and documents; processes records, forms, and other documents; reviews all documents for accuracy and completeness.
  • Receives and sends mail and packages daily.
  • Opens and distributes mail to members of staff; receives and secures mail and deliveries immediately.
    • Performs a variety of typing, data entry, and data processing functions; ensures accuracy and completeness.
    • Maintains an orderly and inviting front lobby; opens, closes, and secures the lobby each day.
    • Maintains, and tracks the Facilities budget expenses in appropriate line items; assures budget balances with QuickBooks records. Participates in budget meetings with the Facility department.
    • Ensures the American flag is correctly hanging each day.
    • Prints and assemble training materials and makes sure they are readily available for the training department's certification classes.
    • Schedules and maintains the room calendar to prevent overbooking and to ensure that there are no conflicts with overlapping meetings.
    • Updates KPI's (dashboard) monthly for the IT, Public Education, and Quality Assurance and administration departments.
    • Creates and corrects documents for other departments, including the CEO, Training department, and Facilities.
    • Scans all financial documents when the yearly audit is concluded.
    • Helps sort, collect and mail annual PSAP telecommunicator coins, Authority Holiday cards, and any other big project/PSAP merchandise.
    • Operates with a high degree of confidentiality.
    • Performs other duties as assigned or needed.QUALIFICATIONSKnowledge
      • Intermediate-level proficiency of Microsoft Office software and Adobe.
      • Modern office procedures, methods, and equipment relating to computers.
      • General Principles of Accounting – Accounts Payable and Accounts Receivable.
      • Proper English usage, spelling, punctuation, and grammar.
      • Exemplifies professionalism in speech and in deeds. Must be capable of a high level of discretion. Excellent customer service, excellent telephone etiquette, and office etiquette. Ability
        • Greets all callers, visitors, and team members upon arrival.
        • Answers and directs all callers and visitors to the appropriate Authority contact.
        • Performs routine clerical support functions.
        • Types proficiently at a speed necessary for successful job completion.
        • Maintains a variety of paper and computer files and records.
        • Responds to requests and inquiries from the public.
        • Communicates clearly and concisely, both orally and in writing.
        • Establishes and maintains effective working relationships with those contacted in the course of work.
        • Interacts and communicates effectively with others.
        • Operates copiers, fax machines, and understands how to fix jambs, change ink and paper.
        • Drives Authority vehicles safely. EDUCATION AND EXPERIENCE
        • High school diploma or General Education Development (GED)required, or equivalent combination of education, training, and experience.
        • Associates' Degree highly preferred; or equivalent combination of education, training, and experience.Education
        • High school diploma or General Education Development (GED) and post high school training in clerical or administrative services required.
        • Associates' Degree highly preferred; or equivalent combination of education, training, and experience. License or Certificates
          • Possession of, or ability to obtain, a valid State of Colorado Driver's License required. ExperienceA minimum of two years of administrative, front desk support or customer service experience, preferably in a high-volume environment; demonstrated ability to employ good communication skills, welcome visitors, answer, and transfer telephone calls. WORKING CONDITIONSEnvironmental ConditionsOffice environment; exposure to computer screens. May be required to telework with little to no advanced notification. Physical ConditionsWhile performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, use of computer keyboard and some filing is required; it would require the ability to reach for and lift files, open filing cabinets and bend or stand on a stool as necessary. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. Ability to independently lift up to 25 pounds. Employee also may be required to lift from 26 to 50 pounds with assistance. Ability to reach at or below shoulder level and enter text or data into a computer or other machine by means of a traditional keyboard. The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential function of their job, absent undue hardship.

Keywords: El Paso-Teller County 9-1-1 Authority, Colorado Springs , Administrative Assistant I, Administration, Clerical , Colorado Springs, Colorado