Funds Distribution and Administration Coordinator

County of Weld

United States

On-site

USD 38,000 - 49,000

Full time

4 days ago

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Benefits offered by this job

Health

Dental

Vision

Employer Contributed HSA

Medical Clinic

Paid Holidays

Paid Vacation

Paid Sick Leave

Wellness Program

County Retirement

PERA (Health Department only)

401(k) Retirement Plan

Job summary

Weld County in Colorado seeks an organized administrative professional to provide cross‑divisional support with a focus on coordinating Human Services Fund Distribution requests for emergency assistance. You will review documentation, verify eligibility, track submissions, and escalate issues when needed.

The role also manages travel, reviews invoices, maintains records, and supports leadership and partners to ensure compliant, cost‑effective operations.

Qualifications

High School Diploma/GED required.
Three (3) years of full-time administrative, business, fiscal, or program support experience in an office environment.
Associate or bachelor’s degree may substitute for up to two years of the required work experience.

Responsibilities

Coordinate Funds Distribution requests for emergency assistance, reviewing documentation, verifying eligibility, tracking from submission to completion, and escalating concerns as needed.
Review, process, and coordinate travel requests for accuracy and approvals, arrange travel components, and maintain records of invoices and approvals.
Provide department-wide administrative support, manage supplies, assist with projects, prepare meetings, and support leadership and community partners.

Skills

PowerPoint

Microsoft Windows

Word

Excel

Outlook

Communication

Critical thinking

Data entry

Education

High School Diploma/GED

Tools

PowerPoint

Microsoft Windows

Word

Excel

Outlook

Job description

Compensation Range $27.62 - $35.90

Job Description Summary

This position provides essential administrative and fiscal support across multiple divisions, with a primary focus on coordinating Human Services Fund Distribution requests for emergency assistance. Key responsibilities include reviewing and organizing documentation, verifying eligibility and completeness, researching previous requests, tracking submissions through payment, and identifying concerns that need to be elevated to the Division Director. The role requires strong critical thinking skills and careful judgment to ensure requests are accurate, compliant, and processed efficiently. In addition, this position manages all aspects of employee travel, including reviewing and processing travel requests, coordinating and purchasing travel arrangements, verifying required approvals, resolving discrepancies with vendors or Fiscal, and maintaining accurate records. The role consistently exercises fiscal judgment to support cost effective, policy aligned, and fiscally conservative outcomes. Beyond travel and fund distribution, the position provides broad administrative support—maintaining records, assisting with projects, managing supplies, and collaborating with staff, leadership, and community partners to ensure smooth and efficient department operations. Primary location is in the Greeley office, or at a satellite office when necessary, and may include minimal travel. Reliable, predictable attendance within department business hours of 8:00 a.m. to 5:00 p.m. Monday through Friday. This position is in-person and may be eligible for occasional telework options upon successful completion of initial training and demonstration of high work performance.

Job Description Distribution Requests

40% Coordinate Human Services Funds Distribution requests for emergency assistance, including gathering, reviewing, and organizing documentation. Verify accuracy and completeness of information, research prior requests, and identify inconsistencies or potential concerns requiring escalation. Track requests from submission through completion and communicate with requestor throughout the process. Coordinate with the requestor and Fiscal team to ensure timely and accurate processing. Exercise critical thinking, independent judgement, and fiscal awareness to ensure requests are accurate, compliant, and align with fiscally responsible practices. Maintain accurate, up-to-date physical/digital records for all approved, pending, and denied requests. Attend regular Funds Distribution Committee meetings and support decision making process. Remain current on updated program rules and regulations.

Financial and Travel Administration

30% Review, process, and coordinate client and/or employee travel requests for accuracy, policy compliance, and required approvals. Arrange and purchase travel components including lodging, mileage-related needs, registration ensuring cost-effective and fiscally conservative decisions. Gather, review, and organize invoices for accuracy and completeness, confirming appropriate approvals, coding, and documentation before submission for final approval. Resolve discrepancies through communication with employees, vendors, and Fiscal. Maintain accurate records of travel requests, purchases, and invoices while exercising critical thinking to identify concerns and elevate issues when necessary.

Department Administrative Support

30% Provide administrative support across multiple divisions, adapting to the varied operational needs and ensuring consistency in the department process. Deliver customer service, respond to inquiries, support department initiatives, and assist with operational projects. Order, track, and maintain office supplies and ensure organized record keeping systems. Support leadership and employees with documentation, meeting preparation, and general administrative tasks that promote efficient department operations. Maintain readiness to adjust responsibilities as department needs evolve.

Required Qualifications

Required Education

High School Diploma/GED

Experience Qualifications

Three (3) years of full-time administrative, business, fiscal, or program support experience in an office environment that includes document review, customer service, data entry, records management, and computer experience. Successful completion of an associate or bachelor’s degree may substitute for up to two years of the required work experience.

Preferred Experience

Experience reviewing invoices, purchase documentation, travel requests, or other financial records for accuracy and completeness.
Experience maintaining tracking systems, databases, or reporting tools.
Experience collaborating with multiple departments, community partners, or stakeholders.
Experience working with community stakeholders.
Experience interpreting policies, procedures, or guidelines to make recommendations, determine completeness of documentation, or support operational decisions.
Experience with government subsidized programs.

Ideal candidate traits

High attention to detail and accuracy.
Strong organization skills.
Thrive on managing end-to-end workflows.
Collaborative and professional communication skills.
Adaptable and open to process improvements.

Skills and Abilities

Candidate must demonstrate the ability to review documents for accuracy, completeness, and compliance with established procedures.
Experience using PowerPoint, Microsoft Windows, Word, Excel, and Outlook.
Candidate must possess ability to keyboard at 35 words per minute.
Candidate must possess the ability to read and comprehend instructions, correspondence and department policies and procedures.
Candidate must possess the ability to effectively communicate in one‑on‑one and small group situations to customers, clients, and other employees of the organization.
Candidate must possess the ability to apply math concepts and calculations in the work environment.
Candidate must have demonstrable skills in critical thinking and independent judgment.
Candidate must be able to exercise discretion, analytical skill, judgment, and personal accountability.
Candidate must possess the ability to adapt to fast paced, high volume and ever‑changing work environment and be able to handle high stress situations.
Candidate must adhere to strict confidentiality guidelines and appropriate release of information.
Candidate must pass criminal background check prior to employment start date.
Candidate must pass criminal background check prior to employment start date.

Licenses and Certifications

Candidate must pass Human Services background checks. (Upon Hire Required)
Driving is essential in this position.
Candidate must have a valid Driver’s License and Liability Insurance (Upon Hire Required)
Candidate must pass a Motor Vehicle Record (MVR) evaluation and if hired, will be subject to continuous monthly MVR monitoring throughout employment.
Candidate must provide own transportation and be willing to travel as needed. (Required)
Pre‑employment substance screening is required for this position.
This position is subject to a pre‑employment drug screening. Employment is contingent upon successfully passing the screening in accordance with Weld County policy.

About Weld County

Our people are passionate about what they do, and the difference they make in our community. If you are looking for an opportunity to be a part of a team that values collaboration, innovation and dedication, Weld County is the right fit for you. This position is non‑exempt from the minimum wage and overtime requirements of the Fair Labor Standards Act and is therefore eligible for overtime pay. As an applicant for this position, you should be aware of Senate Bill 19‑085, the Equal Pay for Equal Work Act. The act requires employers to announce the pay range for job openings.

Weld County is an equal employment opportunity employer. We ensure that all employment practices are conducted without regard to race, color, religion, sex, national origin, age, disability status, marital status, sexual orientation, gender identity or expression, genetic information, protected veteran status or any other protected status in accordance with federal, state, and local laws. Weld County pledges to uphold a work environment free from discrimination and harassment, promoting fairness and dignity for all employees. We actively take affirmative action to comply with nondiscrimination policies and invite qualified individuals in need of reasonable accommodations to contact our Human Resources Department at humanresources@weld.gov or (970) 400‑4234.

So many elements of Weld County make us an employer of choice. Community support and impact, a place to make a difference, team unity, career growth and development, being valued, empowerment and so much more is what you will discover as an employee of Weld County. We invite you to explore joining Team Weld, a winning team!

Benefits