Administrative Specialist - Engineering

*Up to $3,000 Sign On Bonus May Be Available*

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The application must be filled out completely; stating"see resume"anywhere in the application, is not an acceptable substitute for a completed application.

Enjoy Industry Leading Benefits:

• Generous paid vacation and extended sick leave, holidays, and flexible work arrangements.
• Free and discounted transportation options to get around Aspen and the Valley.
• Professional development and learning opportunities, including a tuition reimbursement program.
• Health and wellbeing options that include Medical, Dental, Vision, robust and accessible employee assistance program, and nationally recognized wellbeing platform.
• Monetary bonuses for healthy lifestyle choices and to use towards other personal needs.
• Plan for your future with competitive employer contributions to a 401a retirement plans and Social Security, in addition to an individual 457b retirement plan and Roth IRA option. Have peace of mind with life and disability insurance.

The City of Aspen is an Equal Opportunity Employer

Hiring Range: $23.35/hour - $26.27/hour

Salary Range: $23.35/hour - $35.03/hour

Job Title: Administrative Specialist
Department: Engineering Department
Classification : Non-Exempt

Position Summary : Performs general office management duties including administrative, customer service, budget administration, technical, and record management to support the Engineering Department consistent with the organization's values and mission statement. Detailed instructions are given during the training period, work product is completed without close supervision or detailed instruction.
Supervision Exercised and Received: Position works under the direct supervision of the Development Analyst.

Essential Job Functions

Permit Software Management
*Provides technical assistance to all Salesforce users and assists with system administration activities
*Answers questions/resolves issues with Salesforce's functionality.
*Aids internal staff and external customers utilizing the software. Develops and implements training programs to increase utilization of the system.
*Coordinate with relevant departments on various permit-related tasks, such as parking, and engineering permits, citations, business banner permits, and loading permits. This includes overseeing the permit approval and implementation process.
*Improves business processes: This includes identifying areas where the permitting process can be streamlined, automating manual tasks, and implementing new processes to improve efficiency and productivity.
*Manages data: This includes maintaining accurate and up-to-date records of permits, tracking the status of permits, identifying trends and areas for improvement.
*Reporting: This includes creating reports and dashboards to help management understand the permitting status, providing regular updates on the status of permits, and identifying potential risks and issues.
*Collaborates with the Strategic Innovation Office to implement changes and new features.
*Manages and updates the permit database and graphical interface with permit information using ArcGis.

Administrative Duties
*Oversees office management including coordination of administrative support for the Department.
*Provides comprehensive administrative support for the City Engineer, Parking and Transportation Director and other senior City staff, including memos to Council and confidential or sensitive work as needed.
*Responds to staff's current and anticipated software/equipment needs. Manages the Department's records management system.
*Accountable for fostering positive relationships with stakeholders and customers, ensuring their satisfaction with the office's services. This encompasses addressing inquiries, resolving issues, and incorporating feedback into continuous improvement initiatives.

Hiring Manager
Oversees the recruitment and selection process for an organization. Including:
*Developing and implementing recruiting strategies: Work with management to develop strategies for recruiting and selecting new employees. This may include job postings, employee referrals, and networking with professional organizations.
*Screening resumes and applications: Responsible for reviewing resumes and applications, identifying qualified candidates, and scheduling interviews.
*Conducting interviews: Conduct interviews with potential candidates to assess their qualifications and determine their suitability for the position.
*Checking references and conducting background checks: Responsible for checking references and conducting background checks on potential hires to ensure that they are suitable for the position.
*Maintaining compliance: Responsible for ensuring that the hiring process is in compliance with all relevant laws and regulations, including equal opportunity and anti-discrimination laws.
*Assist with the onboarding process for new employees, ensuring a smooth transition into the company by coordinating office equipment and materials, requesting user access and permissions for all relevant applications, conduct informative campus tours to familiarize with faculty and layout of key areas.
*Share information about common resources available, such as workplaces, office supplies and conference room and safety protocols. Introduce new employees to operational standards and procedures, providing a comprehensive overview of company policies and best practices.

Project Communication Support
*Coordinates open houses and other outreach events: This includes planning, organizing, and participating in open houses, coordinating logistics, providing project information to attendees, and working with project team members to ensure that all necessary information is provided to attendees.
*Responds to public inquiries: This includes answering questions and addressing concerns related to the project and providing accurate and timely information to stakeholders.
*Monitoring and reporting on communication activities: This includes tracking the effectiveness of communication efforts, identifying areas for improvement, and providing regular reports to project management.
*Managing and maintaining communication databases: This includes tracking contact information for stakeholders, maintaining a calendar of outreach events, and keeping accurate records of communication activities.

City Organizational Values
*Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization. This position is responsible for upholding and applying these values while performing daily work functions.

Core Competencies:
Displays the following key competencies and behaviors in the overall job performance to include knowledge, skills, and abilities:

*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 innovative 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. Can work well with diverse groups of people, both inside and outside the organization.
*Technology: Demonstrates technological skills sufficient for the nature and level of position. Demonstrates a willingness to learn modern technologies and transition job duties accordingly to support technological advances and innovation.

_____________________________________________________________________________________
Minimum Qualifications:

Education: High School diploma or GED equivalent.

Experience: Two years of experience in a related City Department or office; or three years of administrative or reception experience.
Technical Knowledge: Must be proficient in the following areas: Microsoft Outlook Email, and a basic understanding of computers and online computer-based technology applications, which includes accessing web-based platforms. Knowledge of modern office processes and procedures including managing files and records in alpha and numeric systems, transcription, and other bookkeeping and office procedures.
Licenses & Certifications: Must possess a valid Colorado Driver's License or be able to attain one within 30 days of start date.
NOTE: Any combination of experience and education that would provide the required abilities, knowledge, and skills as determined by the City of Aspen may be substituted for the requirements above.

Position Type and Work Hours:
*Regular full time, hours may vary with workload.
*Evenings/Weekends may be required depending on department needs and special projects.

Work Environment:
*Indoors: Office environment.
*Outdoors/Off-Site: Meetings, training, and site visits at various city facilities and areas.

Physical Demands:

Visual Acuity: Ability to bring objects into focus.
Balancing: Maintaining equilibrium.
Bending: Bending or positioning oneself to move an object from one level to another.
Carrying: transporting or moving an object.
Crouching: Bending body downward and forward by bending leg and spine.
Climbing: Ascending or descending stationary objects.
Eye/Hand/Foot Coordination: Performing work through using two or more body parts or other devices.
Gripping/Grasping: Ability to apply pressure with fingers and palm.
Handling: Seizing, holding, grasping, through use of hands, fingers, or other means.
Hearing: Perceiving and comprehending the nature and direction of sounds.
Kneeling: Bending legs at knees to come to rest on knee or knees
Lifting: Moving objects weighing no more than 25 pounds from one level to another.
Pushing/Pulling: Ability to use upper extremities to exert force to press, draw, drag or haul objects in a sustained motion.
Reaching: Extending the hands and arms or other device in any direction.
Repetitive motions: Making frequent or continuous movements.
Sitting: Remaining in a stationary position.
Standing: Ability to sustain position for a period of time.
Stooping: Bending body downward and forward by bending spine at the waist.
Talking: Communicating ideas or exchanging information.
Walking: Ability to move to traverse from one location to another.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.