Administrative Specialist – Information Technology

Administrative Specialist – Information Technology

Join our dynamic Information Technology (IT) Services Department within the Business Office Domain as an Administrative Specialist! This team plays a vital role in supporting all IT domains through administrative coordination, financial and contract management, resource planning, performance metrics reporting, communications, and audit compliance.

In this highly visible role, you will provide essential support to the IT General Manager and four IT Managers, helping ensure the smooth and efficient operation of our department. We’re looking for an experienced administrative professional who thrives in a fast-paced environment and enjoys supporting leadership teams.

Key Responsibilities

• Manage complex and high-volume calendaring and scheduling logistics for IT senior leadership
• Coordinate meetings, events, and departmental activities, including:
• Scheduling and preparing agendas
• Organizing meeting room logistics and materials
• Documenting and distributing meeting minutes
• Tracking action items to ensure completion
• Support departmental projects of moderate complexity
• Assist with internal communications, reporting, and documentation
• Facilitate the production and distribution of the IT department’s electronic newsletters
• Maintain and update the IT department’s SharePoint site
• Organize and maintain supply rooms, mail areas, office spaces, and conference rooms
• Receive, sort, and distribute mail and deliveries
• Support recruitment efforts by scheduling interviews, preparing interview packets, and coordinating new hire provisioning
• Prepare, proofread, and format memos, letters, reports, and presentations
• Create purchase requisitions, process invoices, and reconcile P-Card purchases
• Maintain electronic and paper filing systems for efficient document retrieval
• Generate and distribute detailed reports, spreadsheets, publications, and presentations
• Provide administrative support for department projects and workflow management
• Ensure the cleanliness and organization of the conference and break rooms
   

Who You Are

You are a resourceful and detail-oriented professional with a passion for supporting teams and leaders. You bring a strong mix of technical skills, administrative expertise, and a customer-focused mindset.

Qualifications

• Minimum 3 years of experience in a high-level administrative role supporting leadership
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with SharePoint, Microsoft Teams, and Applicant Tracking Systems
• Familiarity with Maximo is a plus

Knowledge & Skills

• Records management principles and practices
• Basic bookkeeping and budgeting
• Purchasing practices and procedures
• Ability to manage multiple priorities and remain composed under pressure
• Strong communication, critical thinking, and problem-solving skills
• High attention to detail and sound decision-making ability
• Commitment to confidentiality and professional integrity
• Excellent customer service skills for internal and external stakeholders

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 the PERAPlus 401(k) and MissionSquare’s Roth IRA and 457 plans
• Disability Coverage – Short-Term (STD) and Long-Term Disability (LTD) insurance available for purchase (effective the 1st of the month following your start date)
• Employee Assistance Program (EAP) – Makes the going a little easier by aiding with mental health, stress management, work-life balance, financial and legal matters, and much more
• Long-Term Care Insurance (LTC) – Whether it's due to an accident or a serious illness, LTC insurance is available for purchase to help you and your loved ones (effective the 1st of the month following your start date)
• Life Insurance – Company-paid life insurance and supplemental coverage available (effective the 1st of the month following your start date)
• Tuition Reimbursement – Employees are eligible to receive up to $5,250 annually for Tuition Reimbursement
• Qualifying Public Service Employer – Payments made towards student loans may qualify for the Public Service Loan Forgiveness Program