What are the responsibilities and job description for the Administrative Specialist position at Colorado Springs Utilities?
Administrative Specialist
Our Energy and Water Infrastructure Projects team is seeking an Administrative Specialist who will contribute to our team's ability to operate and perform efficiently! If you are excited about providing a variety of specialized and impactful administrative support functions to our team, from managing logistics to assisting with projects of moderate complexity, this may be the opportunity for you!
***Please note that this position requires 40 hours per week, onsite support Monday-Friday.
A day in the life of an Administrative Specialist may include:
- Reviewing and processing invoices for payment, assigning account numbers, tracking expenditures, reconciling and reporting on budget account balances, processing order requests for expenditures, and reconciling P-card purchase statements
- Maintaining and updating calendaring systems, coordinating scheduling of individual and recurring meetings, and taking minutes in meetings as needed
- Using SharePoint and/or project management software to track, scan, and file electronic documents, and performing administrative tasks within existing SharePoint and project management software sites of moderate complexity
- Coordinating and making travel arrangements and reservations, and processing expense reports
- Assisting with coordinating budget submittals, running and distributing budget reports, and updating budget databases
- Supporting handling of confidential personnel issues, processing personnel documents, and performing compliance administration as needed
- Tracking and supporting contracting processes
- Responding to inquiries regarding Colorado Springs Utilities' services and directing to appropriate personnel when needed
- Sending, retrieving, distributing, and preparing documents and materials (e.g., email, fax)
- Preparing and proofreading letters, memos, reports, and other correspondence
Who You Are
- Demonstrated administrative support experience
- Experience with reviewing, reconciling, and processing invoices
- Willingness to be proactive in performing tasks in an organized manner and in assisting others
- A valid driver's license is required
PHYSICAL REQUIREMENTS/WORKING CONDITIONS:
- Exerts up to 10 lbs. of force occasionally and/or 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 holidays per year
- Sick Leave – 12 days per year for personal or family health needs
- Vacation Buy – Option to purchase up to 40 additional hours annually
Health & Wellness – Benefits elected are effective the first of the following month
- Medical Plans: Three comprehensive options, including a $0 premium High-Deductible Health Plan (HDHP) with Health Savings Account (HSA) eligibility
- Zero Health: Access to hundreds of medical services at no cost
- Dental & Vision: Two dental plans and one vision plan
- Family Building-Benefits: Support for fertility, preservation, adoption, and surrogacy
- Wellness Program: A voluntary program that rewards you for prioritizing self-care! If you're enrolled in a our medical plan, you and your spouse can earn up to $600 in HRA or HSA contributions by completing healthy activities
- Flexible Spending Accounts (FSA): Pre-tax contributions for healthcare and dependent care expenses
- Health Savings Account (HSA): Available with HDHP
Financial & Retirement Security
- Pension Plan: Colorado PERA provides retirement benefits and peace of mind
- Supplemental Retirement Plans: PERAPlus 401(k), MissionSquare Roth IRA, and 457 plans
- Disability Coverage: Short-Term and Long-Term Disability insurance available
- Life Insurance: Employer-paid coverage with optional supplemental plans
- Long-Term Care Insurance: Available for purchase to support extended care needs
Additional Support
- Employee Assistance Program (EAP): Confidential support for mental health, stress, legal, financial, and work-life balance
- Tuition Reimbursement: Up to $5,250 annually to support continued education
- Public Service Loan Forgiveness: As a qualifying employer, your student loan payments may be eligible for loan forgiveness