Administrative Specialist - Public Affairs

Administrative Specialist - Public Affairs

Our Public Affairs department's ability to operate and perform efficiently is dependent upon you! This role is highly visible in supporting the success of our Public Affairs leadership team. If you are excited about providing a variety of specialized administrative support functions to the Public Affairs department, from managing logistics to assisting with projects of moderate complexity, this may be the opportunity for you!

A day in the life of an Administrative Specialist may include:

• Providing administrative support to Public Affairs, including managing and maintaining complex and high-volume calendaring support for Public Affairs senior leadership
• Providing administrative support for meetings, including scheduling, preparing, and distributing agendas; coordinating meeting room logistics and arranging for supplies or materials; and tracking action items to ensure completion of tasks
• Ordering and managing office supplies and materials
• Assisting Public Affairs leadership with the recruitment of positions including scheduling interviews, creating interview packets, and new hire provisioning
• Preparing, proofreading, and formatting memos, letters, reports, and presentations for delivery to internal and external customers
• Managing meeting room audio/visual (A/V) operation before, during, and after meetings, and testing and troubleshooting A/V systems ahead of meetings
• Maintaining electronic and/or paper filing systems for rapid recall and sharing of information and documents
• Generating and distributing reports, spreadsheets, publications, presentations, and other materials considered detailed and/or complex in nature
• Creating purchase requisitions, reviewing, processing, and tracking invoice expenditures, and reconciling Purchasing Card (P-Card) purchases
• Preparing, reviewing, coordinating, and processing travel proposals for the Public Affairs department
• Creating and processing translation documents through third-party vendor

Who You Are

• Relevant and progressively responsible experience in an administrative or customer support capacity is valued
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Teams
• Ability to manage A/V equipment and various technologies in meeting rooms
• Ability to complete FEMA ICS (Incident Command Systems) training
• Competencies critical for success include detail orientation, initiative, time management and prioritization, relationship building, and adaptability

Our Commitment to Our Employees  

Our people are the heart and soul of Colorado Springs Utilities.  They keep the lights on, gas flowing, water coming in, and wastewater leaving.  We do not just say people are important – we prove it!  That’s why we are honored to invest in protecting the health and financial security of our employees and their families through our rich benefits program.

• Time Off – Because everybody needs time off to recharge
  • Vacation – New employees accrue 13 days of paid time off to start, while our more tenured employees accrue 24 days per year
  • Personal Leave –3 days per year of personal leave
  • Paid Holidays –12 paid holidays per year
  • Sick Leave – Accrue 12 days of sick leave annually for those days when you or a family member is feeling under the weather
  • Vacation Buy – Purchase up to 40 hours of additional vacation time
• Pension Plan – Looking forward to a comfortable lifestyle once you’re done working? The Colorado Public Employees’ Retirement Association (PERA) provides you with retirement benefits and peace of mind when you retire 
• Medical – Select from three comprehensive medical plans, starting at $0 per month.  Employees also enjoy access to a Health Savings Account (HSA) and Flexible Spending Account (FSA). (effective the 1st of the month following your start date)
• Wellness Program – Voluntary wellness program that allows you and your spouse to each earn up to $500 to use towards healthcare expenses, $100 in Visa gift cards, and up to $400 in gym membership reimbursements
• Dental – Select from two dental plans, with in-network PPO preventive care covered at 100% and access to orthodontia coverage (effective the 1st of the month following your start date)
• Vision – Voluntary plan that covers full vision care services and discounts on LASIK eye surgery (effective the 1st of the month following your start date)
• Retirement Saving Programs – Supplement your pension plan with voluntary retirement programs such as th