Facilities Administrative Specialist

Application Closing Date: 11/21/2025

Hiring pay range: $25.08 - $30.72

Full salary range: $25.08 - $36.36

SUPERVISION:

Non-Supervisory.

GENERAL PURPOSE OF JOB:

Performs a variety of management support and administrative duties for the Facilities Department, including assisting with budget development and ongoing budget monitoring, processing payments and reconciling charges, monitoring building security system, work orders and lease agreements, including for remote communications leases, and provides other support and general record keeping. May assist on special projects as assigned.

ESSENTIAL JOB FUNCTIONS:

(These duties are illustrative of typical essential responsibilities of the job, and may vary according to assignment)

Administrative and Financial Support:

• Performs financial and administrative services related to facilities operations, capital projects, and other areas. Position is responsible for accounts payable, reconciliation and invoice review, including utilities payments of all county owned facilities. Responsible for the processing of department purchasing card expenses and submits reconciliation in County’s ERP software system. Works with vendors to ensure payment and transaction accuracy. Adds or removes services as required. Works to make sure that correct expenses are earmarked to correct project.
• Bills tenants of county-owned real estate and remote communication tower spaces for monthly rent due. Assists in monitoring accounts receivables for the leasing portfolio and follows up with delinquencies.
• Assists the Facilities Director with overall budget monitoring and preparation in the County’s ERP software system. Monitors budget balances and provides monthly reports to the Director of Facilities, processes budget transfers and supplements as authorized by Director, inputs budget information into the Finance accounting software and attends meeting with budget committee for review and approval and provides cost allocations to Finance Department of Facilities expenditures throughout all departments.
• Assists in the administration and monitoring of contracts to ensure compliance with procurement codes and other policies and procedures. Advises Facilities Director of discrepancies.
• Processes and monitors leases by reviewing lease components for County and vendor responsibilities, tracks and updates Facilities and Remote Communication leases through spreadsheets, sharing Lease Overview with Finance Department and Assessor’s Office at least annually.
• Assists facilities operations with record keeping which includes all facilities inspection records, purchasing and contract records, leases and rental amounts, and utility usage.
• Point of contact for Department. Provides exceptional services to internal and external customers, and resolves issues related to facilities operations or other areas.

Facilities Operations:

• Responsible for entering and monitoring work orders in the maintenance request software facility Dude. Provides work order reports as needed.
• Monitors security cameras for irregularities and accesses historical footage if required.
• Assists facilities operations with shop orders and supplies. Maintains storeroom.

Other duties as assigned.

CORE COMPETENCIES:

(Representative of the knowledge, skills, and abilities expected of the position)

• Public Service: A commitment to the mission of providing exceptional services to the citizens of Garfield County. It is who we are, and what we do.
• Customer Service: A commitment to providing exceptional service to all customers (internal & external), which includes being helpful, professional, courteous, and taking the time to understand customer’s needs.
• Stewardship & Innovation: Is a good steward of public resources and looks for ways to be innovative and improve efficiency.
• Teamwork: Able to work together with a diverse group of people towards a shared goal, while considering the needs of others.
• Business Technology: Ability to utilize the technology required of the position and demonstrates a willingness to learn new technologies as required to assist the County in providing exceptional services, innovation, and work efficiencies.
• Communication: Proficient in communication, and able to communicate using the English language, including written, verbal, or other communication channels as required by the position.
• Change Management: General knowledge of change management best practices and ability to manage the transition to minimize impact and downtime.
• Analytical Thinking: Able to consider the best approach and investigate alternatives.
• Finance: Proficient in basic arithmetic functions such as adding, subtracting, multiplying, and dividing. Able to read and understand financial statements and budget reports.

BENEFITS:

• Medical, Vision, Dental
• Disability & Life Insurance
• Retirement Plan
• Paid Vacation & Sick Time
• Employee Wellness Programs
• Employee Gyms

To view the complete benefits information, please visit https://www.garfield-county.com/human-resources/benefits-brochure/