Administrative Specialist

Administrative Specialist

In the Customer Services Department at Colorado Springs Utilities, we have a passion for serving the community of Colorado Springs. We are highly driven to live our mission, achieve our vision, and deliver on our brand promises of adding value to our customers' lives and making our customers more successful. To help support these ongoing efforts, we are seeking an Administrative Specialist to join our team.

As an Administrative Specialist in our department, you will play a key role in supporting the General Manager and four other managers. Your presence in the office five days a week will ensure smooth and efficient operations.

What you’ll be doing…

• Maintain and update calendaring systems, and coordinate scheduling
• Coordinate travel for the department, including preparing travel documents, registrations, and flight/hotel reservations
• Coordinate and maintain supplies for the section, and arranges for supplies and/or materials for meetings or events
• Coordinate and manage large events for both internal and external customers
• Create and maintain records management solutions, update and maintain records, and ensure compliance with required record retention procedures for the section
• Review and process invoices for payment, track expenditures, and process employee reimbursements
• Reconcile Purchasing Cards
• Effectively takes meeting minutes
• Generate reports, spreadsheets, presentations, and other materials considered detailed and/or complex in nature
• Review, process, prioritize, and/or route incoming mail
• Track and support contract processes, and act as a liaison with outside vendors
• Support the handling of confidential personnel issues
• Maintain section SharePoint sites
• Maintain the cleanliness of conference and break rooms
• Prepare and proofread letters, memos, reports, etc.

Please highlight any relevant experience or skills related to the items listed below in your application:

• Strong organization, coordination, and problem-solving skills
• Demonstration of reliable results with a strong personal work ethic and an ability to work cohesively with a high-performing team
• Purchasing practices and procedures
• Ability to plan and execute large events
• Taking initiative and responsibility for projects and tasks
• Strong skills with Microsoft Word, Excel, PowerPoint, and SharePoint
• Familiarity with Maximo

The most closely related military job codes to this role are: 42A, 42B, 36B36P1, 36P2, 36P3, 36P4, 37F1, 37F2, 37F3, 37F4, 3S032, 3S052, 3S072, 3S0X2PN, PS, IT, 6420, 6423, 6425, 6427, 9644, 9680, 3402, 3404, 3406, 3408

Who You Are: 
Ideally, you will offer experience in an administrative capacity supporting leaders in a fast-paced environment with rapidly shifting priorities. You will be strong at multi-tasking, taking initiative, and remaining composed under pressure, maintaining confidentiality, and communicating and sharing information effectively and appropriately. You are someone who uses critical thinking skills and creativity to effectively resolve issues and complete tasks timely. Additionally, you are eager to leverage your strong attention to detail and sound decision-making ability to ensure seamless team and departmental operations so that we continue to provide outstanding customer service to Colorado Springs Utilities’ customers.

Who We Are... Colorado Springs Utilities is a four-service municipal utility with a 100-year reputation for providing reliable water, wastewater, gas, and electric services to the Pikes Peak Region. Nestled at the base of the Rocky Mountains, Colorado Springs is recognized for providing the perfect blend of mountain and city living. Our company promotes a work culture dedicated to innovation and collaboration; encouraging our employees to provide safe, reliable, and competitively-priced energy for the generations to come.

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 comprehensive 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 f