Core Values: Ethics, Professionalism, Encouragement, Innovation

Provides a wide variety of administrative support duties to the Executive Director and Management team.  Responsibilities include screening calls; administrative support to the Jeffcom Board of Directors for meetings; managing calendars; making travel, meeting and event arrangements; preparing reports; customer relations; and office management related duties. Sensitivity to confidential matters required.

Primary Responsibilities:

• Answers telephone, including main number for Jeffcom, and provides information to callers or routes call to appropriate officials.
• Greets and welcomes citizens, vendors, contractors, and guests, including escorting them to conference rooms or on tours of the facility; reads and routes incoming mail; locates and attaches appropriate files to correspondence to be answered by Executive Director or designee; prepares outgoing mail.
• Manages files and records related to the Executive Director’s office and Jeffcom including, but not limited to, contracts, agreements, certificates of liability insurance, legal documents, etc.
• Coordinates and makes travel arrangements for assigned staff including managing conference and seminar registrations when needed; maintains appointment schedules and calendars; arranges meetings, conferences, and civic functions for as necessary.
• Provides support for Jeffcom Board of Directors meetings, including: scheduling the meeting room; sending and updating calendar invites to appropriate parties; gathering agenda items, supporting documentation, contracts, reports, etc.; preparing and sending out Board packets; printing documents for meetings, including flagging documents requiring signature.  Day of meeting responsibilities include room set-up (such as laptop, projection, water/coffee for guests); taking minutes, gathering signatures on approved documentation, and sending out approved documents to appropriate parties after approval. 
• Interacts with employees, Jeffcom Board, vendors, applicants, and citizens. Responds to sensitive requests for information and assistance in a timely and professional manner; resolves citizen concerns and complaints; refers inquiries to appropriate personnel.
• Composes, types, and/or edits a variety of correspondence, reports, memoranda, and other material that requires good judgment as to content, accuracy and completeness. Independently responds to letters and general correspondence of a routine nature. Prepares formal letters of commendation, medals, citations, and citizen citations
• Process invoices for payment, including gaining approval signature(s) as appropriate.  Works with Accounting to ensure accounts payable, accounts receivable, financial reports, and other financial information is processed.  Will  provide assistance with budget preparation and reconciliation.
• Works with Legal firm to maintain contracts, certificates of liability, Agreements, and any other legal and/or contractual documents.
• Orders and maintains office supplies, other purchasing as needed.
• Runs errands as requested for Jeffcom-related business.
• Other administrative duties as assigned or requested.

Minimum Qualifications and Certification Requirements:

• Possess high school diploma or equivalent is required.  Two or more years of college is preferred.
• Minimum of 5 years of complex administrative support experience required, including dealing with confidential information.  Equivalent combination of education and experience may be substituted for or eliminate some requirements.
• Must possess excellent written and verbal communication skills. Proficient in English usage, spelling, grammar, and punctuation.
• Experience with grant writing at the government level is highly desired.
• Ability to read and interpret documents such as policy and procedure manuals.  Ability to prepare and proofread routine reports, business letters, and correspondence.
• Ability to effectively present information in one-on-one and small group situations to citizens, customers, and other employees of the organization.
• Must have excellent interpersonal skills and the ability to work well with all levels of internal management and staff, outside clients and vendors.
• Must have intermediate to advanced experience with Microsoft Office (Word, Excel, Outlook, Powerpoint) as well as intermediate to advanced computer skills and minimum typing speed of 50 WPM.
• Regular, consistent, and punctual attendance is a requirement of the position.  Typical work schedule will be Monday – Friday, 8:00 AM to 4:30 PM; however, must have flexibility in work schedule for events and meetings.
• Ability to perform multiple tasks simultaneously while remaining detail-oriented.
• Ability to communicate with others and to assimilate and understand information in a manner consistent with the essential job functions.
• Ability to make sound decisions in a manner consistent with the “Primary Responsibilities”.
• During emergencies, ability to consistently remain calm and effective, even during heavy workloads, exercise good judgment, prioritize emergent and non-emergent situations accurately, and obtain and act on information quickly and accurately.
• Ability to obtain CCIC/NCIC certification within six months of accepting position.  This includes being able to pass a background check.  Ability to remain drug and alcohol free; marijuana use is not allowed, even if medically prescribed.
• Possess and maintain a valid Colorado driver's license and acceptable driving record.

 

Physical, Mental, and Work Environment Qualifications

Physical Requirements

Lifting and Carrying:

Ability to move 15- to 20- pound items from one location to another, such as boxes of paper, department manuals, resource books, equipment, etc.

Body Positions:

Must be able to sit at work station and work telephones, computer equipment, and basic office equipment during a typical scheduled shift of at least eight (8) hours, with some ability to change from sitting to standing as needed.  Must be able to navigate around Communications Center and attend meetings, both off site and on site.  Must have the manual dexterity to operate a computer keyboard, telephone, and other relevant equipment.  Some twisting, bending, stooping may be required. Must have the ability to coordinate movements of two or more limbs at the same time, i.e. while operating telephone and typing information on the computer.

Hearing:

Employee must be able to communicate with others on the phone and in person, both in an office setting or a meeting room.  Must have the ability to actively listen to callers for an understanding of their needs and situations.  Must have the ability to understand English spoken in a variety of accents.  Must have the ability to focus on a single source of auditory (hearing) information in the presence of other distracting noises.  Must be able to detect and discriminate among sounds that vary in a broad range of pitch and loudness.

 Vision:

Employee uses vision to read handwriting, discern information on a computer screen, enter data into computer, read department manuals, and other correspondence.  

Mental Requirements:

Remembering:

Must be able to read, remember and use policies, procedures, criminal laws and ordinances that apply to the position, as well as remember numerous details of calls received.

Language Ability:

Must be able to speak English clearly and concisely to communicate with staff, employees, visitors, vendors, citizens, and others as needed.  Bi-lingual (Spanish-speaking) is also helpful.

Reasoning:

Ability to apply common sense understanding to carry out instructions furnished in written or oral form and to solve problems with good judgment and decision-making skills, especially in relation to emergency calls.

Mathematical Ability:

Ability to understand basic budget information, numeric charts and graphs. Ability to utilize Excel to develop and maintain spreadsheets as required.  Experience and basic understanding of government accounting principles preferred.

Work Environment

Work in a typical office environment with moderate noise level; some work may be done in the emergency communications center with other staff speaking on phones and radios, with moderate to loud noise levels.  Work involves contact with other public jurisdictions and members of private industry. Contact with employees in work unit and in other departments. Work under general supervision with supervisor available to resolve unusual or complex work problems.

ADA Compliance Statement: 

The human resources goal of Jeffcom is to select and retain the best qualified applicant for each available job. An applicant’s or employee’s disability will not remove the application from consideration or current employee from his/her job if the applicant or employee is able to perform the essential functions of the job with or without reasonable accommodation unless such accommodation will result in undue hardship for Jeffcom or pose a safety risk to the applicant, employee, or others.

Jeffcom complies with the American with Disabilities Act. If you require special accommodation in order to apply for this position, please contact the Human Resources Manager.