Overview
Business Office Admin Jobs in Denver, CO at Lincoln Technical Institute
Job Summary
The Administrative Assistant III is responsible for executing administrative tasks, offering operational support, and actively implementing administrative systems, procedures, and policies within the department. This role encompasses the management of intricate administrative processes and tasks, demanding independent problem-solving and decision-making capabilities. Additionally, it may involve mentoring Administrative Assistant I and II staff members.
Essential Job Functions
Provide administrative, clerical, operational, and systems support to assigned program or department area.
Coordinate and prepare complex correspondence, reports, manuals, presentations, and data for the for the department to ensure deadlines are met.
Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
Create, maintain, and enter information into databases.
Maintain in-depth knowledge about the services and activities of the program or department and use knowledge of overall functions across Hillside.
Maintain scheduling and event calendars of leader as requested.
Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
Complete forms in accordance with company procedures.
Open, read, route, and distribute incoming mail or other materials and answer routine letters.
Manage complex communications flow and interaction with various Hillside departments, such as Purchasing, Marketing, Facilities, Technology, HR, Payroll, and Finance.
Determine when issues need escalation and the appropriate method for issue resolution in accordance with agency and department protocol through effective listening, analysis, and interaction.
Maintain updated and detailed standard operating procedures on common position tasks, such as ordering supplies and maintaining confidential materials and files in an orderly and secure fashion.
Handle cash and/or other financial responsibilities in support of program budgets or financial management, such as dispensing and accounting for department cash or finances.
Manage access to and knowledge derived from confidential information and/or preparation and communication of Board information, presentations, and/or reports and assure that such information/records remain confidential.
Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
Perform administrative research as requested.
Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
Learn to operate new office technologies as they are developed and implemented.
Train and assist staff with computer usage.
Act as a mentor to other admin staff as needed.
Manage projects or contribute to committee or team work as assigned.
While this job description covers many aspects of the role, employees may be required to perform other duties as assigned.
Education & Experience
High school diploma or GED required.
Minimum 5 years of experience in office management or administration required.
Special Requirements
Unrestricted, valid NYS driver’s license with a clean driving record and minimum insurance coverage that meets agency standards.
Knowledge, Skills & Abilities
In addition to demonstrating the Hillside Professional Competencies of Communicates Effectively , Personal Excellence, Cultural Competence, Builds and Leverages Relationships, and Optimizes Decision Making, the following occupational competencies must be demonstrated:
Ability to manage multiple tasks, prioritize responsibilities, and maintain a well-organized workspace to ensure efficiency and productivity.
Strong verbal and written communication skills, including the ability to compose professional emails, memos, and reports.
Skill in managing time effectively, including scheduling appointments, coordinating meetings, and prioritizing tasks to meet deadlines and ensure smooth workflow.
Ability to maintain a high level of accuracy and attention to detail in completing administrative tasks such as data entry, filing, and record-keeping to ensure accuracy and minimize errors.
Has deep knowledge of Hillside Family of Agencies, support areas and can access appropriate partners.
Advanced skills in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling virtual meetings.
Physical Demands & Work Environment
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.
Must be able to work a variable scheduling including evenings and weekends
The following physical demands are required:
Occasional sitting (up to 4 hours)
Occasional standing (up to 1 hour)
Occasional walking (up to 2.5 hours)
Occasional driving (up to 8 hours)
Continuous balancing (up to 8 hours)
Occasional balancing, bending, stooping, climbing, kneeling, pushing, pulling, reaching forward or down, reaching overhead, running, and twisting (up to 2.5 hours)
Weekly lifting up to 50 lbs. (community-based staff may be required to lift an empty wheelchair weighing up to 50 lbs.), 10-15 lbs. on a daily basis
Weekly carrying up to 55 lbs. approximately 10-100 ft., 10-15 lbs. on a daily basis
Manual dexterity is required, including the frequent ability to grasp in both hands and continuous use of fine manipulation skills in both hands (approximately 1-2.5 hrs.)
Occasional exposure to dust, fumes, gases or chemicals is apparent.
Protective clothing or equipment as required: Close toed shoes; Protective Shields, Universal Precaution PPE, Gloves for toileting and food preparation
Ability to change positions as needed
$19.46 Minimum pay rate, $29.00 Maximum pay rate, based on experience.
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Title: Business Office Admin
Company: Lincoln Technical Institute
Location: Denver, CO
