Administrative Specialist – Utilities

City of Aspen; Aspen (CO); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Sign-on bonus

Paid time off

Holidays

Wellness bonuses

Transportation discounts

Tuition reimbursement

Professional development

Health insurance

Retirement options

Life/disability insurance

Job summary

City of Aspen's Utilities Department is seeking an Administrative Specialist to perform administrative, reception, and clerical duties in support of the Utilities Department, under the Utilities Business Services Manager.

You will handle data entry, filing, scheduling, and website updates, ensuring accuracy and timely communication while maintaining the department’s standards and customer service focus.

Qualifications

• Two years of administrative assistant, front desk reception, customer service, or related experience preferred.
• Must be proficient in Microsoft Excel, Word, and Outlook.
• Strong organizational and communication skills are required.
• Valid Colorado driver’s license or ability to obtain within 30 days.

Responsibilities

• Performs essential administrative support with minimal supervision.
• Greet customers and handle reception duties for the department.
• Prepare letters, reports, newsletters, and other documents as needed.

Skills

Customer service

Reception duties

Education

High School diploma or GED

Tools

Microsoft Excel

Microsoft Word

Outlook

Job description

Job Postings Closing Dates: A job posting may close before the listed deadline if the number of applications reaches the limit for that position. If the original deadline produced fewer applications than expected, the posting may remain open longer.

Application: The application must be filled out completely; stating "see resume" anywhere in the application, is not an acceptable substitute for a completed application. Applicants are encouraged to submit a resume and cover letter at the time of application.

Application Notification: Please note that some communications from the Human Resources department may be sent from [e-mail].

Pay Ranges:

Hiring Range: The hiring range covers the starting segment of the pay scale, from the entry point up to the first quartile (Q1). Starting pay is determined based on the candidate’s qualifications and experience.

Salary Range: The salary range reflects the full pay range for the position, from the minimum rate to the maximum rate. This represents the earning potential employees can achieve over time while in the role.

Serve Your Community, Grow Your Career, and Enjoy Great Benefits

Up to $3,000 Sign On Bonus may be available.

• Be part of a collaborative, supportive team in a positive work environment
• Make a real impact in the Aspen community through meaningful public service
• Enjoy flexible schedules and a collaborative, supportive team environment
• Access generous paid time off, holidays, and wellness bonuses
• Take advantage of free or discounted transportation around Aspen and the Valley
• Grow your skills with professional development and tuition reimbursement
• Protect your health with medical, dental, vision, and employee assistance programs
• Earn monetary wellness bonuses for healthy lifestyle choices
• Plan for the future with competitive retirement options (Social Security, 401a, 457b, Roth IRA) and life/disability insurance

The City of Aspen is an Equal Opportunity Employer

Job Title: Administrative Specialist

Department: Utilities

Classification: Non-Exempt

Hiring Range: $24.05/hour - $27.06/hour (DOE - Depending on Experience)

Salary Range: $24.05/hour - $36.08/hour

Direct Link to Job Posting: Administrative Specialist - Utilities

Position Summary

Performs administrative, technical, and clerical duties in support of the Utilities Department, consistent with the organization’s values and mission statement.

Supervision Exercised and Received

Position works under the direct supervision of the Utilities Business Services Manager.

Essential Job Functions

Administrative Support & Reception

• Performs essential administrative support functions with minimal supervision. A variety of higher-level administrative functions may be required.
• Performs all receptionist duties for department including greeting and assisting customers, receiving, and dispatching telephone, pager system, cell phones, and radio calls.
• Composes letters, reports, newsletters, and other documents with appropriate guidance.
• Creates spreadsheets related to utility billing accounts, backflow programs, and consumption reports.
• Maintains, updates, and improves the department’s filing system.
• Develops office forms and procedures.
• Orders and distributes office supplies and maintains office equipment.
• Updates Department/Office’s administrative portion of City website.
• May create PowerPoint and other formal presentations.
• May prepare Board and/or commission agendas and supporting materials.
• Performs other duties of a similar or related level as necessary or assigned.

Customer Service

• Assists customers with concerns, instructs customers on various processes and systems, directs customers to appropriate City offices or departments.
• Supports staff in coordination of emergency response situations.

Departmental & Program Support

• Types, proofreads, and edits memorandums, agendas, press releases and other department information as requested.
• Composes and types material requiring judgment as to content, accuracy, and completeness.
• Coordinates leave requests and updates wall calendar.
• Schedules line locates and work orders. Administers related 811 software to ensure continuity.
• Lead for Utilities website updates including water and electric landing pages and links.
• Enters data into utilities software and contacts utilities customers as necessary.
• Lead for entering backflow assembly inspections for all water accounts, which includes minimum of quarterly mailings to customers on upcoming inspection expiration dates, as part of the State mandated Cross Connection Control program.
• May cross train and support in water and electric permitting, including providing department staff and applicant support in the city’s permitting software Salesforce.

Financial Administration

• Assists the Utilities Business Services Manager in the water and electric operating budgets to include completion of requisitions, invoice payment and accounting functions.
• Performs accounts payable functions through Oracle.
• Performs accounts receivable functions through Utilities asset management software and Oracle.
• Prepares weekly expenditure reports on fund budgets for distribution to agency management and project managers.
• Provides budget assistance and monitors operating and capital budget as requested.

Meter Inspection

• Supports water and electric meter insight with Sensus AMI. Maintains records and reports on inspections in customer files.

City Organizational Values

• Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization. This position is responsible for upholding and applying these values while performing daily work functions.

Other duties as assigned.

Core Competencies

• Service:Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments.
• Partnership: Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together.
• Stewardship: Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all.
• Innovation: Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen’s unique culture, opportunities, and challenges.
• Communication: Knowledge of effective and appropriate communication. Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication.
• Interpersonal: Works to develop strength in interpersonal skills. Has the ability to work well with diverse groups of people, both inside and outside the organization.
• Technology: Demonstrates technology skills sufficient for the nature and level of position. Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation.
• Office Administration: Knowledge of office processes and procedures, general business, and project management principles and practices as applicable to assigned work.

Minimum Requirements

• Education: High School diploma or GED equivalent.
• Experience: Two (2) years of administrative assistant, front desk reception, customer service, or related experience preferred. Demonstrated administrative training or experience required.
• Technical Knowledge: Must be proficient in Microsoft Excel, Word, and Outlook (Email) and other basic office machines. Must have a basic understanding of computers and online computer-based technology applications, which includes accessing web-based platforms.
• Licenses & Certifications:Must possess a valid Colorado Driver’s License or be able to attain one within 30 days of start date.

NOTE: Any combination of experience and education that would likely provide the required abilities, knowledge, and skills as determined by the City of Aspen may be substituted for the requirements above.

NOTE: This position requires a Criminal Background Check upon hire. Employment is contingent upon successful completion of a Criminal Background Check.

Preferred Candidate: Experience in fast paced environment, in interfacing with a diverse group of staff, and aiding on a large variety of topics. A person who is willing to continuously learn, seek process improvement in all areas, and leads with a customer centric approach.

Position Type and Work Hours

• Regular full time, Monday through Friday, hours may vary with workload.
• Evenings and Weekends may occasionally be required depending on project needs and special projects.

Work Environment

• Indoors: Office environment.
• Outdoors/Off-Site: Meetings, trainings, project work site visits (including construction sites, restaurants, and other industrial settings), and conferences at a variety of city facilities and areas.

Physical Demands

• Bending: Bending or position oneself to move an object from one level to another.
• Carrying: transporting or moving an object.
• Climbing: Ascending or descending stationary objects.
• Crouching: Bending body downward and forward by bending leg and spine.
• Eye/Hand/Foot Coordination: Performing work through using two or more body parts or other devices.
• Gripping/Grasping: Ability to apply pressure with fingers and palm.
• Handling: Seizing, holding, grasping, through use of hands, fingers, or other means.
• Hearing: Perceiving and comprehending the nature and direction of sounds.
• Lifting: Moving objects weighing no more than 10 pounds from one level to another.
• Reaching: Extending the hands and arms or other device in any direction.
• Repetitive motions: Making frequent or continuous movements.
• Sitting: Remaining in a stationary position.
• Standing: Ability to sustain position for a period of time.
• Stooping: Bending body downward and forward by bending spine at the waist.
• Talking: Communicating ideas or exchanging information.
• Visual Acuity: Ability to bring objects into focus.
• Mobility: Ability to move to traverse from one location to another.

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.

This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.

Direct Link to Job Posting: Administrative Specialist - Utilities