Administrative Assistant

Support Services Division
Administrative Assistant

Hiring Range:
$5,319 - $6,490 Monthly
$63,828 - $77,886 Annually

Salary Range:
$5,319 - $7,662 Monthly
$63,828 - $91,944 Annually

The Support Services Administrative Assistant is a professional administrative position assigned to the Support Services Division and reports directly to the Support Services Commander. This position provides administrative, financial, payroll, procurement, contract, facility, records management, and project support for the Support Services Division, including Communications, the Evidence Group, and other assigned units. The Administrative Assistant serves as a key administrative resource and assists division leadership in the efficient operation of Support Services programs and functions.

New employees receive an 80-hour bank of vacation at the time of hire, in addition to 8 hours of both vacation and medical leave accruals each month. Boulder County requires its employees to reside in the state of Colorado as of the first day of work. Boulder County is a family-friendly workplace dedicated to fostering a diverse, inclusive, and respectful environment for all employees. We prohibit unlawful discrimination against applicants and employees on the basis of race, color, religion, gender, gender identity, national origin, age, disability, socio-economic status, sexual orientation, genetic information, or any other status protected by applicable federal, state, or local law. PLEASE NOTE: When submitting your application be sure to include all relevant education and experience, as applications are screened based on the qualifications listed in this position announcement. Applications that do not appear to meet minimum qualifications, as outlined below, will not be considered. Resumes are not accepted in lieu of completed applications. Please be aware that your cover letter and resume will not be accessed in the initial screening process, so you must complete your application and supplemental questions with as much detail as possible. Any personally identifiable information (PII) such as name and address will be redacted from applications that meet the minimum screening requirements and are forwarded to the hiring manager. If the hiring manager selects you to advance in the hiring process, your cover letter and resume will then be accessible to the hiring team. 1. ADMINISTRATIVE SUPPORT AND OFFICE MANAGEMENT

• Provides administrative support to division leadership and assigned workgroups.
• Assists employees, vendors, partner agencies, and members of the public by providing information and responding to inquiries.
• Prepares correspondence, reports, memoranda, presentations, forms, and other documents.
• Maintains division filing systems, records, and administrative documentation.
• Operates and coordinates maintenance of office equipment.
• Maintains office supply inventories and orders supplies as needed.
• Sorts and distributes incoming and outgoing mail.

2. FINANCIAL, PAYROLL, AND PROCUREMENT ADMINISTRATION

• Assists with preparation and monitoring of divisional budgets.
• Coordinates invoice processing and payment requests.
• Maintains financial spreadsheets and accounting records.
• Creates, reviews, processes, and maintains employee timesheets and payroll documentation.
• Assists with purchasing, procurement, and vendor coordination activities.
• Tracks expenditures and prepares reports as requested.

3. CONTRACTS, RECORDS, AND BUSINESS PROCESS SUPPORT

• Assists with preparation, routing, and tracking of contracts, agreements, and other official documents.
• Reviews and processes records and documents in accordance with County and Sheriff's Office procedures.
• Maintains specialized records and reports.
• Assists with document retention and records management processes.
• Recommends administrative process improvements when appropriate.

4. MEETING, EVENT, AND PROJECT COORDINATION

• Coordinates meetings, training events, and special projects.
• Prepares agendas, meeting materials, and supporting documentation.
• Records, prepares, and distributes meeting minutes.
• Assists with planning and coordination of graduations, promotions, retirements, recognition programs, and other special events.
• Performs special projects of a complex administrative, technical, or confidential nature.

5. FACILITY AND OPERATIONAL SUPPORT

• Assists with scheduling and coordination of facility maintenance and repairs.
• Coordinates with vendors, contractors, and county departments regarding facility and operational needs.
• Assists with uniform ordering and tracking.
• Supports operational and logistical needs throughout the Support Services Division.

6. OTHER DUTIES AS ASSIGNED

• Performs related work as required.
• Assists with additional projects, assignments, and administrative functions as directed by the Support Services Commander or Division Chief

QUALIFICATIONS & EXPERIENCE:
At least five years of progressively responsible clerical or administrative experience, preferably in a governmental, public safety, or related environment. Experience with payroll, budgeting, purchasing, contract administration, records management, and coordination of administrative projects is preferred.

EDUCATION:
A high school diploma, or equivalent.

PHYSICAL REQUIREMENTS:

1. Vision - Dual vision is not required. Single eye correctable vision is acceptable. Minimum peripheral vision for single vision is 900 on the ear side and 700 on the nose side. Frequently uses vision to read computer monitors, applications, reports, and files, and to observe multiple persons and activity.
2. Hearing - Dual hearing is not required. When tested by use of an audiometric device, does not have an average hearing loss in the better ear greater than 40 decibels at 500 Hz, 1000 Hz, and 2000 Hz with or without a hearing aid when the audiometric device is calibrated to American National Standard. Constantly must be able to hear telephone conversations, conversations with applicants, professionals, and employees. Occasionally must be able to hear alarms.
3. Speech - must have the ability to fluently speak and understand the English language. Constantly uses voice to communicate with other employees, professionals, and the public in person and by telephone. Clear diction and audible volume are required.
4. Body Movement-
   • Arms and Hands - Constantly types on a keyboard and writes using writing tools such as pens, pencils, and markers. Frequently must have the use of at least one arm with the ability for extension above the head to reach for overhead files and supplies.
   • Use of Legs and Lower Body - Must have the ability to move around the work area unassisted. Occasionally must be able respond to persons at the front counter.
   • Lifting - Occasionally must have the ability to move and lift storage boxes full of paper in the basement.
   • Flexibility - Frequently must have the ability and range of flexibility to reach overhead, reach below knees, kneel, stand for long periods and work sitting for long periods.