Administrative Specialist

Administrative Specialist

Colorado Springs Utilities is looking for a detail-oriented Administrative Specialist to provide high-level administrative support to the management team and staff within our Operations Technical Systems department.

If you have strong administrative experience, enjoy working in a collaborative, fast-paced environment, and are eager to learn the inner workings of the utilities industry, this could be the perfect opportunity for you!

Why Join Us?
At Colorado Springs Utilities, our people are our most valuable resource. We offer:

• Exciting opportunities and fulfilling work
• Career growth and development
• A dynamic, engaging team environment

We look forward to welcoming you as our newest team member!

Key Areas of Focus:

• Maintaining and updating calendaring systems, coordinating scheduling, and making reservations
• Travel arrangements utilizing the Expense Request Tracker and FROSH/DEEM travel guide, and  mileage travel expense reimbursements
• Attending and supporting Safety Employee and Leadership safety committee meetings, supporting Safety Liaisons, and monthly All Hands Safety Meetings, and assisting personnel with safety gear/equipment purchase forms and payment
• Scheduling job interviews utilizing Taleo, and Outlook, preparing interview packets, and returning completed interview documents to the HR Talent Acquisition team 
• Reviews, assigns, and processes invoices for A/P payment relating to people’s business needs and building facilities, creates and completes department work orders
• Advises others on administrative procedures and/or provides training and instruction
• Coordinating and arranging supplies, materials, and presentations for meetings, including recording notes and/or action items, and setting up and operating AV equipment
• Performing P-Card reconciliation in strict adherence to policy and procedures 
• Developing and maintaining the department's SharePoint sites, including records retention per Records Management requirements
• Managing and reviewing, processes, prioritizing, and/routing incoming mail, publications, directives, and regulations, and maintaining and ordering office supplies
• Participates in active Safety engagement
• Participates and engages with team peers

What will it take to be successful?  Most people will have at least three to four years of administrative experience and a high school diploma or G.E.D, and to succeed, in this role, this position will require:

• Effectively working in a fast-paced, dynamic environment with rapidly shifting priorities
• Strong attention to detail and follow-through with responsibilities
• Flexibility and adaptability
• Strong Microsoft Outlook, Word, PowerPoint, Excel, MS Teams
• Taking initiative and responsibility for projects and tasks
• Maintaining and improving department administrative processes and procedures
• Organization, time management, multi-tasking, and problem-solving skills
• Excellent customer service skills
• Maximo and Microsoft experience preferred

The military job codes/duty codes most closely related to this role are 42A, 42B, 36B,36P1, 36P2, 36P3, 36P4, 37F1, 37F2, 37F3, 37F4, 3S032, 3S052, 3S072, 3S0X2, PN, PS, IT, 6420, 6423, 6425, 6427, 9644, 9680, 3402, 3404, 3406, 3408

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

• Exerts up to 10 lbs. of force occasionally and/or a small amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
• Positions in this class typically require talking, hearing, seeing and repetitive motions within an office working environment.

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 don't 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 to Recharge

• Vacation – Start with 13 days annually, increasing to 24 days with tenure
• Personal Leave –3 days per year
• Paid Holidays –12 paid holida