Overview
Administrative Specialist Jobs in Boulder, CO at Boulder County, CO
General Description
GENERAL DESCRIPTION:
Performs highly complex (senior level) administrative support work for the Audit and Investigations Department. Work involves providing and coordinating internal administrative support including disseminating information, developing filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions
ESSENTIAL JOB FUNCTIONS (EJFs):
(30%) Provides administrative support and technical assistance to the Director of Audit and Investigations Department and staff:
Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, issue papers, status updates, presentations, agendas, and special reports.
Maintains the records system for the Audit and Investigations Department.
Performs record retention work and coordinates with the division director, human resource, and the legal divisions on disposal of records according to the division’s agency retention schedule.
Coordinates and schedules training and travel for division employees and serves as travel coordinator.
Assists with submitting and coordinating job requisitions in NEOGOV and forms in DocuSign.
Coordinates the development and implementation of central filing, record-keeping, and records management procedures for the division.
Maintains Director and Deputy Director’s calendars for scheduling appointments, meetings, deadlines, major events, etc.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Maintains equipment, materials, and supplies for the division.
(30%) Serves as liaison between Audit Executive and Audit Field staff to assist personnel and field offices with administrative inquiries and/or facilitate response to complex issues that may impede their ability to perform tasks.
Triages incoming inquiries and complaints and assigns tasks to respective area managers for appropriate handling and responses.
May analyze internal processes, provide efficiency recommendations, and implement procedural and policy changes to improve operations.
Plans and coordinates special and administrative assignments and responds to internal and external inquiries by phone and email. Provides and ensures a high level of confidentiality in all matters.
(25%) Processing Summary Suspensions, ad valorem, credit law lists, and administrative cases.
Processes and administers all summary suspension requests received from the Comptroller.’
May assist with processing ad valorem cases.
Programs the credit law list report to run bi-monthly based on pre-determined calendar dates.
Receives, reviews, processes, and submits to Legal Division administrative cases received from field offices.
(10%) Responds to inquiries regarding technical program or administrative regulations, policies, and procedures.
(5%) Performs other duties as assigned.
Handles incoming phone traffic and routes accordingly.
Abide by established work hours, be punctual; wherein arrival and departure times conform with established work schedule.
Ability to coordinate scheduled time off, appointments, holidays, etc. with Audit staff and other support staff to avoid conflicts in office coverage.
May serve as liaison to other program staff.
MQs, KSA, License/Certifications
MINIMUM QUALIFICATIONS:
Graduation from a standard senior high school or equivalent.
AND
Four (4) years’ full-time experience in clerical or administrative support work.
NOTE: Completion of thirty semester hours of college will substitute for one year of experience.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of general office practices and administrative procedures.
Skilled in the use of electronic data and/or word processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint and Adobe Acrobat.
Skilled in exhibiting polite and professional communication via phone, e-mail, in person and mail.
Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.
Ability to multi-task and meet deadlines.
Ability to deal with the agency employees and the public in a professional manner.
REGISTRATION, CERTIFICATION OR LICENSURE:
Valid class C Texas Driver’s License.
If out of state, ability to obtain Texas license within 3 months of employment.
Physical Requirements/Supplemental Information
PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS:
This position functions in a standard office environment. Must be able to move around the office to access file cabinets, office equipment, and lift up to 25 pounds and dolly up to 45 pounds on occasion. Must be able to communicate and exchange information via phone, computer, in-person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines. Must be willing and able to travel, including occasional overnight travel as needed for training purposes. Required to work as a team member and handle confidential sensitive information.
MILITARY OCCUPATIONAL SPECIALIST (MOS) CODE:
Veterans, Reservists or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply:
For more information see the Texas State Auditor’s Military Crosswalk at
https://hr.sao.texas.gov/CompensationSystem/JobDescriptions
Supplemental Information
The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates in regard to TABC’s and/or an employee’s contribution to the Employees Retirement System. In compliance with Senate Bill 321, agencies that hire a person who has retired from the Employees Retirement System (ERS) or the Law Enforcement and Custodial Officers Supplemental Fund (LECOS) on or after September 1, 2009, are required to remit a surcharge each month the return-to-work retiree is employed. Candidates meeting these requirements will be offered a lower base salary to cover the surcharge.
The Commission will conduct a criminal history and driver record check with the Texas Department of Public Safety in accordance with applicable standards on all finalists for this position.
More than one position may be filled from this posting.
Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. Qualifications may be verified through testing. Resumes will not be accepted in lieu of the completed application. Incomplete applications may not be considered.
The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Alcoholic Beverage Commission participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization; For more information, see: https://www.e-verify.gov/about-e-verify/what-is-e-verify
Males between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment. The Texas Alcoholic Beverage Commission adheres to the Veteran’s Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code
Benefits:Regular (Non-Commissioned) Employees
Health Insurance
Employees are provided comprehensive health coverage which includes prescription drug and vision benefits.
Full time (30 hours or more a week) employees: the State pays 100% of the employee’s premium and 50% of the dependent’s premium.
Part time employees: the State pays 50% of the employee’s premium and 25% of the dependent’s premium.
Newly hired employees must complete a 60 day waiting period to receive health insurance benefits unless they are a direct transfer from another agency that participates in the Employees Retirement System of Texas Group Benefit Plan.
Dental Coverage
Employees and eligible dependents may enroll in a choice of dental insurance plans or a dental discount plan and pay a monthly premium. There is no waiting period for dental coverage.
Tax Free Savings Accounts
Employees may enroll in a flexible spending medical and/or dependent care account. These accounts increase take home pay by allowing employees to pay for planned out-of-pocket health and day care costs tax-free.
Retirement
When an employee qualifies, there is security in receiving monthly annuities upon retirement from State employment. Payments are based upon average salary, service credit and retirement date.
All employees hired on or after September 1, 2015 will become immediate members of the State Employee Retirement System (ERS) by contributing a portion of their pre-tax monthly salary (9.5%) into a personal state retirement account. The State also contributes a percentage of your salary to the ERS retirement fund (not your personal state retirement account).
To assist employees in meeting their retirement goals, employees may participate in a 401(k) or 457 Plan. Employees may contribute on a pre-tax or Roth after-tax basis.
Life Insurance
Upon enrollment in State health coverage, employees receive $5000 in Basic Term Life Insurance with $5000 of AD&D (Accidental Death and Dismemberment) coverage at no cost.
Employees may enroll in Optional Term Life Insurance and elect 1 or 2 times their annual salary. Employees can also apply for 3 or 4 times their annual salary through Life Evidence of Insurability (Life EOI). Each election provides an equal amount of AD&D coverage. Premiums are calculated based upon age, salary and level of coverage purchased.
For a premium, additional Voluntary AD&D coverage is available. Employees may choose an amount of coverage starting at $10,000 up to $200,000. Employees may also enroll eligible dependents.
Dependent Term Life is available for a minimal monthly premium. The benefit includes $5000 term life with $5000 AD&D for covered family member.
Texas Income Protection Plan (TIPP): Short Term and Long Term Disability
If an employee is unable to work due to a qualifying disability, this benefit pays part of an employee’s salary for a set period of time. Premiums are based upon monthly salary.
Annual and Sick Leave
Upon hire, employees begin accruing annual and sick leave hours. Employees may utilize accrued sick leave immediately upon hire. Accrued annual leave is available to use after six months of continuous State service. Annual leave is earned based upon years of creditable state employment.
Paid Holidays
Employees are granted several paid federal and state holidays throughout the year.
Title: Administrative Specialist
Company: Boulder County, CO
Location: Boulder, CO
