Administrative Assistant (Part-Time)

El Paso County, Colorado; United States; Hybrid; USD 30,000 - 33,000; Part time

Job summary

El Paso County Department of Human Services seeks a part-time Administrative Assistant to support the AFES Division. The role involves document preparation, record-keeping, and assisting staff with projects in a busy office.

The position requires a high school diploma or equivalent, at least one year of administrative experience, and strong Microsoft Office skills. A hybrid work schedule may be available after the initial evaluation period.

Qualifications

• High school diploma or equivalent.
• One year of administrative experience.
• Associate’s degree or higher may substitute for the required experience.
• Microsoft Office programs including Word, Excel, Outlook, and Access.
• Strong time management and attention to detail.

Responsibilities

• Provides routine administrative support by typing, proofreading, and preparing documents from notes.
• Answers, screens, and directs calls; greets visitors and provides information.
• Maintains databases and filing systems; ensures accuracy.
• Assists in meeting coordination and scheduling.
• Performs data entry and prepares reports, calendars, graphs, and spreadsheets.
• Creates and updates forms and documents.
• Sorts and distributes mail; processes outgoing mail.
• Maintains office equipment and inventory.

Skills

MS Office Suite

Time management

Attention to detail

Communication skills

Confidentiality

Record keeping

Independent work

Attendance

Education

High school diploma or equivalent

Associate’s degree or higher may substitute

Tools

Microsoft Power Automate

Job description

Posting number: 2600531

Department: Department of Human Services

Division: Adult, Family, & Economic Svcs

Job classification: Administrative Assistant (Part-Time)

Posting type: Open

Categories: Administration, Administrative Assistant, Community Services, Social Services, Human Services, Customer Service

Summary: El Paso County’s Department of Human Services is seeking a part-time Administrative Assistant to join our Adult, Family, and Economic Services (AFES) Division and help keep daily operations running smoothly. In this role, you’ll prepare documents, maintain accurate records, and support staff and management with special projects. If you’re dependable, detail-oriented, and eager to support a team, we encourage you to apply!

Hiring Range: $22.020 - $23.943 HourlyAnticipated Hiring Rate: $23.435 Hourly

Anticipated work schedule of 25 hours between 8:00 am - 5:00 pm, Monday through Friday.; Hybrid schedule may be available upon successful completion of the initial evaluation period; subject to change.

Due to the sensitive nature of this role, additional background checks may be required, including a Government Program Fraud and Child Welfare Abuse & Neglect database (TRAILS) check.

Please be advised this position may close without advance notice, should we receive a sufficient number of qualified applications.

This entry-level position provides a variety of routine administrative functions in support of the department of office; helps to facilitate efficient operations. Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in-person presence as an essential job function. This position may be subject to grant funding.

Examples of duties

• Provides routine administrative support. Prepares, types, and proofreads detailed and special correspondence, memorandums, and other documents from brief instructions or notes. Emails and faxes documents, drafts communication for review, and makes copies.
• Provides exceptional customer service, both internally and externally, and provides accurate and detailed information. Answers, screens, and directs incoming calls and takes messages. greets and assists visitors and clients; provides information and responds to routine questions, complaints, and referrals.
• Maintains databases for tracking of information; inputs, changes, and updates information in databases, ensuring accuracy and completeness. Maintains files and folders; updates and maintain filing systems to ensure accuracy.
• Assists in meeting coordination, including scheduling dates, times and locations as needed.
• Performs data entry; tracks and maintains program data.
• Prepares reports, calendars, graphs, and/or spreadsheets for program activities.
• Creates and updates a variety of forms and documents, such as handouts, training aids, binders, etc..
• Sorts and distributes incoming mail and faxes; processes outgoing mail based on assignment.
• May maintain office equipment and supply inventory.
• Performs other duties as required.

Supervision Exercised: This classification does not have supervisory authority and requires no supervision or direction of others.

Supervision Received: Receives direct supervision. This classification normally performs the duty assignment after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. Frequent direction, guidance, and coaching from supervisor is expected.

Qualifications

Knowledge, Skills & Abilities

• Working knowledge of Microsoft Office programs, including Word, Excel, Outlook, and Access.
• Strong time management skills with attention to detail. Must possess strong grammar, spelling, and punctuation skills.
• Ability to work with frequent interruptions, ability to organize, coordinate, and prioritize tasks and move between projects on short notice.
• Ability to communicate effectively and establish strong working relationships with staff, County employees, clients, and the public. Ability to provide excellent customer service.
• Ability to maintain confidentiality.
• Ability to compile and maintain accurate records and reports.
• Ability to work independently.
• Maintain regular and punctual attendance.

Required Education & Experience

• High school diploma or equivalent education.
• One year of administrative experience.
• Associate’s degree or higher may substitute for the required experience.

Preferred Education & Experience

• Microsoft Power Automate experience.
• Knowledge or experience with creating or streamlining business processes and workflows.

Licenses/Certificates

• If assigned to the Justice Services Division:
• Must obtain and maintain a Criminal Justice Information Systems (CJIS) Certificate within thirty days of employment.

Pre-Employment Requirements

• Must pass conditional post offer background investigation and drug screen.

Supplemental information

Duties are performed primarily in an office and remote work environment dependent upon Department discretion and business needs.

The classification specification above is intended to describe the general nature of work, key responsibilities, and minimum qualifications. Minimum qualifications reflect the baseline experience required for the classification. Departments may establish additional or preferred qualifications to address operational needs, assignment complexity, and specialized functions, provided such qualifications are job-related, consistent with the intent of the classification, and as approved by the Human Resources department. Specific job assignments, duties, education, experience, licenses/certifications, and working conditions may vary based on the department or office's needs and the requirements of the assigned position. Changes to this classification specification may only be made by the Human Resources Department.