Job: Administrative Services Coordinator
Job Description
Job Type: Full time, Salaried
Wage: $49,684-$55,204/yr.
Location: Trinidad, CO.
Job Description:
Annual Salary: Position is a salaried position with an annual wage range of $49,684 up to $55,204 annually. Must complete a successful 90 day probationary period.
Benefits: The following benefits are offered as a full-time permanent employee: Health Insurance, Retirement Plan, Paid time off (PTO)/Vacation after 90 day probationary, Sick (immediate access), Personal Leave (16 hours)(provided to FTE every January).
Location: Trinidad, Colorado (Onsite)
PRIMARY RESPONSIBILITIES
The Administrative Services Coordinator reports directly to the Executive Director. This position oversees all administrative services, including but not limited to supporting regular office operations, screening phone calls and scheduling internal meetings on behalf of the Administrative team. The Administrative Services Coordinator also oversees the department inventory (trains divisional staff as needed).
PRIMARY DUTIES:
Process and report on administrative expenses, working with the business office to ensure budgetary compliance.
Monitors, manages and tracks non-essential grant funds (state, federal, or foundational).
Maintain physical and digital records under the established dept. records management policy.
Schedule in-house and external meetings.
Manage and order office supplies for administration.
Make travel arrangements for administration travel.
Organize company documents into updated filing systems.
Address employees’ and clients’ queries (via email, phone or in-person).
Prepare presentations, spreadsheets and reports.
Update office policies as needed.
Assists with annual budget review and preparation.
Event Coordination, planning and execution.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES:
Serves as a resource to staff to ensure a clear understanding of policies and procedures. Provides technical expertise, resolves non-routine questions or issues and collaborates with leadership in addressing complex issues or concerns.
Cultivates relationships with community employers; solicits employment opportunities, encourages use of the organization's services and programs and reinforces the organization's position as a premier service provider within the community.
Provides training and guidance to staff as appropriate. Orients new employees with work processes and databases and explains regulations, policies and procedures.
Collects and reviews data related to department programs and service delivery outcomes. Analyzes data and identifies areas for improvement; reports areas identified for improvement to management.
Remains updated on all regulations, policy and procedure; relays information to leadership and staff members as appropriate.
Assists supervisor with the reporting and assessment of workflow and process efficiency; assists the supervisor with implementing process changes as needed.
Works with leadership on development and implementation of various customer service, quality assurance and training initiatives as assigned.
Must have excellent written communication skills to handle correspondence, speak to clients, and deal with the public. They must also have strong organization skills, as they maintain schedules to help Administrative staff meet deadlines and file confidential paperwork.
Participates in internal committees, training, workshops and seminars.
Assist in the procurement of goods and services and works with the business office to ensure accuracy of purchasing.
Performs other related duties and responsibilities as required or assigned.
MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each assigned duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Language Ability:
Ability to read, analyze, and interpret complex documents. Ability to respond effectively to sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.
Math Ability:
Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Computer Skills:
To perform this job successfully, an individual should have knowledge of word processing software, spreadsheet software, human resource systems, and database software.
EDUCATION AND/OR EXPERIENCE REQUIREMENTS
Associates degree and two (2) years of relevant administrative or business management.
OR; Five (5) years full time responsible office clerical or extensive public contact experience preferred.
PREFERRED QUALIFICATIONS
Bachelor’s degree in business, management, leadership, or appropriately related field.
Bilingual in English and Spanish helpful but not required.
LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS
Valid driver’s license or the ability to travel between work locations.
PHYSICAL DEMANDS: Position requires substantial movement with respect to repetitious standing and sitting within the office area. On occasion, may be required to lift light to moderately heavy loads.
About LAS ANIMAS COUNTY DEPARTMENT OF HUMAN SERVICES
Las Animas County Dept. of Human Services provides public welfare programs to the Las Animas County community. We serve a dynamic and diverse population and strive to assist individuals in developing a better life and social well-being. LACDHS is dedicated to the principles of equal employment opportunity (EEO) in any term, condition, or privilege of employment. We do not discriminate against applicants or employees based on age, race, real or perceived sex, gender identity or expression, color, military status, religion, sexual orientation, national origin or ancestry, marital status, political affiliation, disability or any other status protected by state or local law. This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct, which has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.
**Disclaimer: The duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee, time to time; the scope of the job may change as necessitated by business demands. Click “View Application” below for more detail on this specific job.