Administrative Specialist - Clerks

*Up to $3,000 Sign On Bonus May Be Available*

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The application must be filled out completely; stating "see resume" anywhere in the application, is not an acceptable substitute for a completed application.

Enjoy Industry Leading Benefits:

• Generous paid vacation and extended sick leave, holidays, and flexible work arrangements.
• Free and discounted transportation options to get around Aspen and the Valley.
• Professional development and learning opportunities, including a tuition reimbursement program.
• Health and wellbeing options that include Medical, Dental, Vision, robust and accessible employee assistance program, and nationally recognized wellbeing platform.
• Monetary bonuses for healthy lifestyle choices and to use towards other personal needs.
• Plan for your future with competitive employer contributions to a 401a retirement plans and Social Security, in addition to an individual 457b retirement plan and Roth IRA option.
• Have peace of mind with life and disability insurance.

The City of Aspen is an Equal Opportunity Employer

Job Title: Administrative Specialist - Clerks

Department: Clerks

Classification: Non-Exempt

Position Summary: Performs administrative, technical, and clerical duties in support of the City Clerk and the Municipal Court Clerk consistent with the city's values and mission statement. May act as Deputy Municipal Court Clerk.

Supervision Exercised and Received: Works under the general supervision of the City Clerk and receives general guidance from the Municipal Court Clerk.

Essential Job Functions:

Reception, Administration, and Department Support
*Under close supervision, performs a variety of routine clerical, reception, administrative and secretarial duties to assist senior and professional members of the City Clerk's Office. This position is also required to cross-train in support of the Municipal Court Clerk. Uses computer and software applications to accurately type and edit basic correspondence; enter data and retrieve data; search databases; conduct research; create documents; and send emails. Processes various documents, ensuring that all necessary forms are complete and accurate.
*Answers and routes telephone calls. Responds to public inquiries within city hall and the city. Maintains a current directory of all telephone numbers and personnel. Acts as a local information operator. Maintains meeting rooms schedules.
*Maintains office supplies.
*Orders business cards and name tags for city employees which includes receiving and finalizing proofs.
*Assisting with the City Clerk department budget including paying invoices.
*Files resolutions and ordinances.

Communications Office Support
*Assists the communications office in invoice payment.
*Orders, maintains and stocks office supplies for the communications office.
*Assists the communications office in ordering and purchasing items as needed.
Internet and Intranet Support
*Manages the City Clerk and Communications department's webpages.
*Manages the City Clerk and Communications department's intranet pages.
*Assists in the oversight of the city's intranet including but not limited to the development and updating content for the intranet. Optimizes the city's intranet for user experience and engagement. Ensures the intranet is user-friendly, dynamic and visually appealing. Content updates may include but not limited to articles, announcements, videos and other multimedia.

Records Management
*May assist with auditing land use files and general records.
*May assist with Laserfiche management.

Mail
*Receives, sorts, and distributes incoming mail and processes outgoing mail and packages. Operates and maintains postage meter. Maintains UPS service including daily pickup and reconciling monthly UPS statements.

Purchasing
*Orders, maintains, and stocks office supplies for Clerks Department. Reconciles monthly billing and invoices. Seeks environmentally friendly and/or recycled materials to purchase.

Election
*Provides assistance during election seasons with election processes.
*Provides general election assistance including but not limited to early voting, ballot processing, and vote center assistance as needed.

Cross Training
*Provides clerical help to the Clerk's department and Municipal Court. Acts as Deputy Municipal Court Clerk in Court Clerks' absence. Trains on all duties of the court clerk.
*Other duties as assigned.

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.

Core Competencies:
Displays the following key competencies and behaviors in the overall job performance to include knowledge, skills and abilities:

*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.
*Confidentiality: Ability to exercise judgment in facilitating highly confidential matters.
*Relationship Building: Consistently demonstrates the ability to build and support exceptional customer relationships, and consistently able to take necessary steps to assist customers with their needs.
*Office Management: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures. Knowledge of modern office processes and procedures including managing files and records in alpha and numeric systems, transcription, and other bookkeeping and office procedures.

Minimum Requirements:
Education: High School Diploma or GED equivalent.

Experience: Two years of administrative and/or office management experience.

Technical Knowledge: Proficiency in Microsoft Excel, Word and Outlook and other basic computer applications. May also operate copier, scanner, shredder, audio recording devices TV, handheld electronics or other related equipment.

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 Comprehensive Criminal Background Check upon hire. Employment is contingent upon successful completion of a Criminal Background Check. Position requires completion of training for the Criminal Justice Information Services (CJIS) test or be able to obtain certifications within 6 months of start date.

Position Type and Work Hours: Regular Full time, 40-hour work week, Monday through Friday. May be required to work extended hours at the discretion of Supervisor.

Work Environment:
*Indoors: Office environment
*Outdoors/Off-Site: Meetings, training, and site visits at a variety of city facilities and areas.

Physical Demands:

*Visual Acuity: Ability to bring objects into focus.
*Balancing: Maintaining equilibrium.
*Bending: Bending or position oneself to move an object from one level to another.
*Carrying: transporting or moving an object.
*Crouching: Bending body downward and forward by bending leg and spine.
*Climbing: Ascending or descending stationary objects.
*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.
*Kneeling: Bending legs at knees to come to rest on knee or knees
*Lifting: Moving objects weighing no more than 25 pounds from one level to another.
*Pushing/Pulling: Ability to use upper extremities to exert force in order to press, draw, drag or haul objects in a sustained motion.
*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.
*Walking: 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.