Administrative Coordinator- Fair and Special Events Center

El Paso County; Colorado Springs (CO); Hybrid; USD 48,000 - 52,000; Full time

Job summary

El Paso County Parks Team is seeking an organized administrative professional to coordinate meetings and events, prepare reports, maintain records, and support boards and advisory groups. You will assist with purchasing, data entry, and responding to inquiries while delivering friendly, effective service.

The role emphasizes strong Microsoft Office skills, attention to detail, and the ability to work with staff and the public during community events, including occasional evenings and weekends.

Qualifications

• High school diploma or equivalent required; two years of admin experience preferred.
• Substitutions allow an associate’s or bachelor’s degree for some experience.
• Experience in a government/public environment is a plus.

Responsibilities

• Answer phones, data entry, recordkeeping, and provide excellent customer service.
• Coordinate meeting and event logistics, agendas, and minutes as needed.
• Serve as liaison to departments and boards, assist with purchasing and invoices.

Skills

Microsoft Office

Time management

Customer service

Communication

Recordkeeping

Education

High School Diploma or equivalent

Two years of administrative experience

Associate’s degree may substitute for one year of experience

Bachelor’s degree may substitute for required experience

Tools

Microsoft Access

Job description

Are you the person who can tame a busy calendar, keep details from slipping through the cracks, and make every visitor feel welcome? As part of the El Paso County Parks Team, you’ll help support the County Fair and Special Events Center—celebrating our agricultural heritage and community events while bringing organization, energy, hospitality, and outstanding customer service to some of the community’s most memorable experiences.

In this role, you’ll coordinate meetings and events, prepare reports and communications, maintain accurate records, support boards and advisory groups, assist with purchasing, and connect staff and community members with the information they need. No two days will be exactly alike, so flexibility, good judgment, and a sense of humor will serve you well.

If you’re an organized problem-solver who can juggle competing priorities, communicate with confidence, protect confidential information, and still remember where that important document was filed, we’d love to meet you. Join us and put your talents to work in a role where strong organization, warm hospitality, exceptional customer service, and a passion for community and its agricultural heritage make a meaningful difference every day.

Hiring Range:

$48,000.00 - $52,000.00 annually

This position has an anticipated work schedule of Monday – Friday, 8:00am – 5:00pm. May work nights and weekends during event times; subject to change.

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

This position provides administrative functions in support of the department or office, including answering telephones, data entry, recordkeeping, and providing excellent customer service. Ensures facilitation and coordination of 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.

• Provides routine and non-routine administrative support. Prepares routine and confidential correspondence,memorandums, and other documents from brief instructions or notes. Scans/faxes documents, drafts communication for review, makes copies, and prepares spreadsheets and various reports as requested.
• Provides exceptional customer service, both internally and externally, and provides accurate and detailed information. Answers, screens, and directs incoming calls and takes messages. As assigned, greets and assists visitors and clients; provides information and responds to questions, complaints, and referrals.
• Responsible for meeting and event coordination, including scheduling and calendar maintenance; sets up meeting room as needed. Prepares and participates in meetings as needed, including compiling agendas and documents, reports, presentations, etc.; takes and disseminates meeting minutes as needed.
• Conducts research, gathers and verifies data, and prepares reports, presentations, or other documents/materials.
• Establishes and maintains filing system(s) and databases; inputs, changes, and updates information and records in a timely manner, ensuring accuracy and completeness.
• Provides information regarding applicable policies and procedures to staff, customers/clients, and the public via writing, telephone, in person, and website.
• Coordinates and processes office and equipment supply orders; maintains inventory. Receives deliveries, verifies correct items have been received, and ensures items are not damaged.
• Serves as a liaison to support departments, such as Human Resources, Financial Services, Facilities, and Information Technology.
• Provides administrative and liaison support to boards, commissions, advisory boards, etc. as directed.
• May serve as a procurement liaison. Assists with the coordination of purchasing functions; may participate in the preparation of purchase orders. Reviews and processes requisitions, change orders, and invoices; processes payments as appropriate. May be assigned a P-card for purchases; ensures compliance with policies and procedures.
• May collect and track payments, fees, or deposits; prepares and submits deposits to the Financial Services Department.
• Coordinates and assists with various projects as requested.
• Performs other related duties as assigned.

Supervision Exercised:

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

Supervision Received:

Receives Intermittent Supervision: This classification normally performs the job by following established standard operating procedures and/or policies. Regular direction, guidance, and coaching from supervisor is expected. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

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.
• Must possess excellent interpersonal and customer service skills.
• Ability to work with frequent interruptions, ability to organize, coordinate, and prioritize tasks and move between projects on short notice. Ability to effectively handle pressure and ambiguity.
• 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 with limited supervision.
• Maintain regular and punctual attendance.

Required Education & Experience

• High school diploma or equivalent education.
• Two years of administrative experience.
  • Associate’s degree may substitute for one year of the required experience.
  • Bachelor’s degree may substitute for the required experience.
  • Education substitutions are not cumulative; only the highest qualifying degree will be considered.

Preferred Education & Experience

• Experience working in the public sector or a government environment.
• Experience planning, coordinating, and executing special events and/or county fairs.
• Bilingual proficiency.

Pre-Employment Requirements

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

Duties are primarily performed 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.