Administrative Specialist II (Human Serv...
City of Boulder, CO - Boulder, CO

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Under general supervision, performs administrative, technical and bookkeeping tasks for Human Services Administration, Community Relations/Office of Human Rights and Human Services Planning workgroups.

Duties & Responsibilities:

1. Responsible for administrative tasks supporting the operations of the Community Relations/Office of Human Rights (CR/OHR) workgroup and related commissions and committees including:
• Creates and maintains records and administrative systems for the Human Relations Commission (HRC).
• Drafts monthly HRC meeting minutes and makes timely submission of meeting notes and summaries to CR/OHR Manager.
• Drafts minutes of Immigrant Advisory Committee (IAC) and makes timely submission meeting notes and summaries to CR/OHR Manager.
• Updates annual HRC notebooks.
• Provides meeting coordination and preparation, including ensuring electronic equipment set up, sending meeting notifications, scheduling, assembly of printed materials and taking minutes.
2. Responsible for administrative tasks supporting the Human Services Planning (HSP) workgroup, including:
• Creates and maintains records and administrative systems for the HSP group and Technical Review Committee (TRC).
• Provides meeting coordination and preparation, including ensuring electronic equipment set up, sending meeting notifications, scheduling, assembly of printed materials and taking minutes.
• Updates annual TRC notebooks.
• Assists HSP workgroup in creating documents, presentations, graphs, charts and spreadsheets.
• Assists in research for HSP workgroup projects as needed.
• Administrative support for special projects and annual Human Services Fund allocations.
3. Responsible for updating content on Web pages for CR/OHR and HSP workgroups, as needed. This includes:
• Maintenance of HSP and CR/OHR Web pages.
• Monthly publication of the HRC agenda and minutes on city Web pages.
• Publishing updates on the Human Services Fund applications and processes.
• Publishing updates and status of community projects; updates to programs and services.
4. Responsible for supporting the council agenda process for the Human Services Department (HS):
• Coordinates and prepares documents for submission, including council agenda items and study session materials; works with Department Administrator on submission of materials for city council and city manager.
• Serves in backup capacity as Department Agenda Person for managing council agenda process.
5. Provides general clerical and research support for the HS:
• Performs administrative functions such as photocopying, typing, sorting, packaging, mailing, assembling documents/reports/contracts and distributes materials. Responds to requests for information; drafts correspondence; writes reports.
• Creates and maintains paper and electronic filing systems.
• Processes office supply orders and performs basic bookkeeping, including processing of invoices or other related financial information.
• Assists in scheduling and coordinating work projects with staff.
• Edits written materials according to AP and city style, utilizing excellent grammar and punctuation.
• Provides project support for HS in the area of marketing, including development of graphic design and editorial content for public materials, video development and expansion of the department's social media presence.
• Provides customer service to the public which may include reception, answering phones, greeting the public, and referring visitors to the appropriate location or staff resource.
6. Other:
• Performs related duties as required by management to meet the needs of the department and city.
• Identifies and recommends improvements in office operations to ensure support functions are efficient and cost effective.
• Commits to the principals and practices outlined in the Human Services Department Organizational Culture Document and city policies.
• Takes proper safety precautions to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Uses all required safety equipment and follows all safety regulations, policies and procedures. Reports all accidents and damage to city property;
• Responsible for knowing and complying with all city and department policies; participating in professional trainings and development; and adhering to attendance and workplace attire policies.
• Work schedule subject to change according to operational needs.
Generally duties are listed from most to least critical or time consuming.
CITY VISION AND VALUES:
The City of Boulder is committed to service excellence for an inspired future and the following values:
Customer service - We are dedicated to exceeding the expectations of our community and our co-workers by demonstrating consistent and professional service with a solution-oriented approach
Respect - We champion diversity and welcome individual perspectives, backgrounds and opinions. We are open-minded and treat all individuals with respect and dignity.
Integrity - We are stewards of the public's trust and are committed to service that is transparent and consistent with city regulations and policies. We are honorable, follow through on our commitments and accept responsibility.
Collaboration - We are committed to organizational success and celebrate our shared dedication to public service. We believe community collaboration and the sum of our individual contributions leads to great results.
Innovation - We promote a forward-thinking environment that supports creativity, calculated risks and continuous improvement. We embrace change and learn from others in order to deliver leading edge service.

Qualifications:

REQUIRED MINIMUM QUALIFICATIONS:
Must be able to work evenings at least once a month to attend commission or committee meetings.
• High school diploma or equivalent and a minimum of four years of progressively responsible administrative experience.
• Excellent customer service skills and ability to deal helpfully with the public.
• Excellent communication skills.
• Excellent writing, editing, organizational, and math skills, including a strong attention to detail, grammar, punctuation and spelling.
• Demonstrated ability to work independently under minimal supervision; to prioritize and resolve problems; to successfully manage projects.
• Demonstrated ability to meet deadlines in a changing, fast-paced environment.
• Ability to develop and maintain organizational filing systems; accurate typing speed of 50-60 wpm.
• Ability to maintain a high degree of confidentiality.
• Ability to successfully perform in a team-oriented environment.
• Proficiency with basic PC applications including Word and Excel applications, presentation software, and web content management software.
• Have and maintain acceptable background information including criminal conviction record and credit history.
DESIRED QUALIFICATIONS – In addition to the required minimum qualifications:
Bilingual (English/Spanish)
• Bachelor's Degree in Public or Business Administration, Communication or related field.
• Work experience using PowerPoint and Dreamweaver, or other Web design software.
• Experience taking and transcribing meeting minutes.
Supplemental Information:
WORKING CONDITIONS - Required Physical and Mental Effort, and Environmental Conditions:
Physical and Mental Effort: Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and/ or operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions.
Work Environment: Works primarily in a clean, comfortable environment. Works in a setting subject to continuous interruptions and background noises.
Machines and equipment used include, but are not limited to the following: Frequently uses standard office equipment including personal computers, telephones, calculators and copy/fax machines.

ACCOMMODATIONS: Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
Note: The above description is illustrative only. It is not meant to be all-inclusive.

City of Boulder, CO - 16 months ago - save job - block