Description

Hiring Range: $20.69 - $22.51 hourly
Work Schedule: Generally, 40 hours per week –Monday-Friday; and after-hours meetings and problem resolution.
NATURE OF WORK
As a member of the Finance Department, the Administrative Specialist – Finance position performs a variety of complex and high-volume customer service and administrative support functions. This position serves as the first contact for customers both internal and external regarding inquiries in person, on the phone, and via digital communication. This individual serves as a representative between the town, the general public, and outside agencies. Work is performed with minimal supervision. The individual must exercise independent judgment with responsibility for accuracy, timeliness, completeness, and assurance of proper quality control according to established procedures.
The individual in the Administrative Specialist – Finance position is responsible for clearly articulating town information, assisting, guiding, and educating businesses and taxpayers during the licensing process, accurately collecting, balancing, and recording monies for various town services within the department, and supporting administrative functions such as, but not limited to, answering phones and greeting visitors, scheduling and coordinating meetings, preparing communications such as memos, emails, invoices, reports and other correspondence, creating and maintaining filing systems, both electronic and physical, writing and editing communications, from letters to reports and instructional documents. Most importantly, the individual solves problems and responds with tact, composure, and courtesy even when encountering contentious circumstances and assists individuals who may be experiencing significant stress.
Individuals in the position are required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophies and the town’s Equal Employment Opportunity policy.
SUPERVISION RECEIVED
The Administrative Specialist reports directly to the Accounting Manager and may work under the direct supervision of the Finance Department management team, to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances. Receives general supervision; however, the employee is expected to work independently in the performance of assigned responsibilities within established guidelines.
SUPERVISION EXERCISED
No supervisory responsibilities or control exercised.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS
The individual in the Administrative Specialist – Finance role is assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements as determined by the town, department, division, and pursuant to laws, regulations, and practices. Incumbents in this position must be able to successfully perform, be responsible for, and/or assist in the fulfillment of many job functions and duties with or without reasonable accommodations.
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:
Licensing Administration

• Communicates with the general public, other Town employees, management, and taxpayers. Responding to questions, obtaining, and providing information, and explaining and interpreting rules, regulations, practices, and policies.
• Special Event/Short-Term Rental Application coordination.
• Provides customers with handouts such as license applications, related copies of the code, and information sheets.
• Prepares and maintains routine accounting/financial records via data entry and balances transactions to department spreadsheets and computerized records. Organizes and files source documents including sales tax returns according to accepted practices.
• Collects and accurately processes payment of licensing fees and/or taxes; validates and enters transaction information into computer system. Posts payments to appropriate accounts; issues appropriate licenses.
• Generates and issues appropriate notices, adjustments, determinations, and letters.
• Answers questions and assists customers in person, by telephone, and in response to email inquiries or other correspondence.
• Performs varied office work related to the administration of tax and licensing laws and ordinances, license businesses per the Town Code requirements, assists in reviewing and proposing changes to the tax/licensing codes, and maintains working knowledge of business licensing trends, issues, and processes.

• Serves as a representative between the town and the general public and outside agencies including responding to requests for information and assistance, resolving issues, drafting routine responses, screening complaints, ensuring proper response by the town to requests for services or complaints, providing follow-up and directing as necessary inquiries made in person, by email, or by telephone to appropriate individuals for response.
• Ensures that internal and external customers receive prompt attention. Identifies sensitive issues and brings them to the immediate attention of the supervisor.
• Provides support to other colleagues on duties and procedures as requested and needed.
• Balances money received and completes daily cash reports accurately.
• Assists with ordering, receiving, stocking, and distributing supplies and equipment.
• Distributes and processes departmental mail daily.

• Performs a variety of administrative support functions such as data entry, typing, filing, maintaining records, processing paperwork, preparing mailings, and proofreading letters, memos, and transcripts in a team environment.
• Operates standard automated office equipment such as multi-line phones, photocopiers, computer, printers, calculators, or facsimiles.
• Utilizes data entry, word processing, and spreadsheet software to develop and maintain written communications and information. Utilizes file maintenance programs to enter, store, and/or retrieve information as required or to establish or modify existing files.
• Establishes, maintains, and secures a variety of tangible files including, but not limited to, correspondence, forms, cards, receipts, reports, and records; maintains logs, ledgers, or other audit and tracking records.
• Ensures complete and accurate work product by specified deadlines and in accordance with established goals and objectives.
• Provide administrative assistance by scheduling meetings, appointments, and activities.
• Monitors the effectiveness of administrative support functions and recommends procedural changes to improve effectiveness.
• Attends meetings and takes notes and/or keeps minutes as required. May transcribe from dictation or rough drafts.
• Assists in developing and maintaining reference manuals, periodic review and update of department policies and procedures.

• May be involved in special projects that are directly or indirectly related to essential job functions.
• Continues educational and certification requirements in order to remain abreast of current methods and procedures.
• Assisting other departments/divisions as necessary.
• Performs other duties as assigned.
• May serve as staff representative to various committees depending on organizational needs.
• Performs work safely, reports safety concerns to management and supports safe work practices.

Education, Knowledge, Skills, Abilities

EDUCATION, EXPERIENCE AND FORMAL TRAINING

• Minimum of two (2) years of professional experience in clerical and administrative responsibilities in an office environment.
• Minimum high school diploma or equivalent.
• Previous customer service experience.
• Equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities to perform the essential functions of the job.

• Must have a current Colorado Driver’s License or the ability to obtain one upon hire, that meets the Town of Windsor’s standards
• Notary Public for the State of Colorado certification is desired

• Must have excellent Microsoft Office skills including good knowledge of (Word, Excel, and PowerPoint).
• Ability to effectively communicate and interact with all levels of personnel, clientele, and visitors of the Town of Windsor.
• Ability to communicate effectively with employees and various facility users in order to establish and maintain positive working relationships.
• Ability to receive and respond to customer inquiries, requests, and complaints with professionalism, discretion, and diplomacy.
• Ability to maintain confidential records and discussions with Director and department managers.
• Ability to operate a variety of standard office equipment, e.g., copier, fax machine and personal computer.
• Ability to handle telephone calls and walk-ins in a courteous and professional manner, with a variety of people and temperaments in potentially stressful/high-volume situations.
• Demonstrated personal effectiveness, credibility, thoroughness, flexibility, and collaboration skills in adhering to and advancing the town’s visions, mission, and values.

• Equipment: Position requires the use of various equipment including staff vehicles, computers/tablets/other digital equipment, calculators, copiers, printers, multi-line telephone systems, Springbrook software systems, and similar Finance Department software.

Additional Information

WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS
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.
The physical activities of this position include, but are not limited to, the following: climbing, balancing, kneeling, stooping, crouching, reaching, lifting, fingering, sitting, standing, walking, grasping, feeling, talking, hearing and repetitive motions.
The physical requirements of this position are considered both Sedentary Work, exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body; and, Light Work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.
The employee is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).
This position is not considered safety sensitive because the individual does not operate a commercial motor vehicle, as a regular function of his/her daily job duties.
Note: This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles or responsibilities associated with the position. Nothing in this position description restricts the town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time.
The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.

The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law. This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.

The town will make reasonable accommodation(s) for qualified individuals with known disabilities unless doing so would result in an undue hardship for the town or cause a direct threat to health or safety. The town will make reasonable accommodation(s) for employees whose work requirements interfere with a religious belief, unless doing so poses undue hardship on the town. Employees and/or applicants needing such accommodation are instructed to contact the Human Resources Department.