Job summary
Seeking a self-motivated individual to perform a variety of administrative, clerical, and secretarial functions for the Eligibility and Benefits Unit.Advanced knowledge of computers and technology, strong verbal and written communication skills are required.Experience with data entry is preferred.
Job seniority: mid-to-senior level
Responsibilities
• Coordinates and processes administrative support functions related to department or division programs and activities.• Prepares complex, routine and non-routine reports utilizing a variety of software.• Composes and prepares letters, memos, notices, agendas, reports or other correspondence in accordance with standard policies.• Creates and maintains filing systems.• Maintains routine financial records.• Takes, transcribes and/or distributes statements, reports, minutes, interrogations and notes from a variety of sources.• Maintains tracking systems for inventories.• Coordinates permits and other application processes.• Assists in researching, purchasing and implementing computer software.• Retrieves, opens, stamps, sorts, and distributes incoming mail.• Coordinates and schedules appointments, meetings, or reservations at the request of staff.• Answers, screens and/or routes incoming telephone calls.• Catalogues, maintains and coordinates department or division information, brochures, informational forms, training materials, applications, mailing lists, calendars, etc.• Interviews, screens, greets visitors and the general public.• Maintains department personnel files.• Coordinates various payroll processes and related personnel information.• Interacts with a variety of high level individuals, both internally and within the community.• Reports administrative and/or operational problems to supervisor.• Provides notary services.• Photocopies reports, memos, and other various documents for requesting parties.• Orders office supplies to maintain sufficient inventory for office use.• Maintains department information, brochures, informational forms, applications, mailing lists, calendars, etc.• Disseminates a variety of information to various agencies, divisions, or departments.• Prepares and laminates identification cards/badges.• May serve as backup for other positions within the department.• Performs other related duties as assigned.
Requirements
• High school diploma or GED.• Three to four years of progressively responsible related experience.• Valid Colorado Driver's License.• Ability to achieve NCIC/CCIC Operator Certification (depending on assignment).• Notary Public (depending on assignment).• Knowledge of general office procedures, policies, and practices.• Correct English usage, including spelling, grammar, punctuation, and vocabulary.• Office administrative and secretarial practices and procedures.• Record keeping, report preparation, filing methods, and records management techniques.• Human resources policies.• Complex accounting and budgeting principles and practices.• Customer service techniques.• Applicable state, federal, and local ordinances, laws, rules, and regulations.• All computer applications and hardware related to performance of the essential functions of the job.• Skill in preparing clear and concise reports, correspondence, and other written materials.• Using tact, discretion, initiative, and independent judgment within established guidelines.• Using a computer to accurately and rapidly enter and retrieve data and information.• Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.• Typing at a rate of 50 net words per minute.• Taking and transcribing notes.• Communicating orally and in writing with internal staff, citizens, and other departmental staff.• Operating and routine maintenance of general office machines.• Analyzing and resolving office administrative situations and problems.• Researching, compiling, and summarizing a variety of informational and statistical data and materials.• Applying logical thinking to solve problems or accomplish tasks.• Proofreading copy.• Ability to read and interpret documents.• Ability to understand and carry out written and oral instructions.• Ability to establish and maintain effective working relationships with a variety of individuals.• Ability to make decisions in accordance with rules, regulations, and procedures.• Ability to rapidly and accurately take and transcribe oral or tape dictation.• Ability to draft and type correspondence.• Ability to perform basic mathematical computations.• Ability to deal with problems involving several concrete variables in standardized situations.• Ability to act with discretion and maintain confidentiality.• Ability to sit, use hands to finger, handle or feel objects, reach with hands and arms, speak and hear, and push, pull, and/or lift up to 10 pounds occasionally.
Key Skills Needed
• Advanced knowledge of computers and technology• Strong verbal and written communication skills• Experience with data entry
