Administrative Assistant

Job Posting Closes at 11:59PM on:

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Description:

Jefferson County is seeking an Administrative Assistant to support the Gateway to the Rockies Opioid Council. This position provides administrative and coordination support to the Opioid Council Program Manager, helping the Council and its partners stay organized, connected, and focused on their work in the community. 

The ideal candidate is organized, dependable, and proactive, with the ability to manage multiple priorities and build positive relationships with staff and community partners. This position is well suited for someone who enjoys coordinating meetings, preparing accurate and accessible materials, maintaining records, and keeping information and processes organized. Strong communication, attention to detail, customer service, and technology skills are important for success in this role. 

About GROC: We are the Gateway to the Rockies Opioid Council (GROC), uniting Clear Creek, Gilpin, and Jefferson counties to invest opioid settlement dollars in treatment, recovery, harm reduction, and prevention. Our mission is to transform lives, strengthen communities, and fight the opioid crisis head-on. Read more about our work here: https://www.gatewaytotherockiesopioidcouncil.org/ 

SCHEDULE: 

This is a full-time position working 40 hours per week. The position offers flexibility in establishing a regular weekly schedule in coordination with the supervisor and operational needs. The preferred schedule will include consistent weekday hours that overlap with the supervisor's typical Monday–Friday schedule of 9:30 a.m.–5:30 p.m. Once established, the employee will have autonomy in managing their schedule within agreed-upon parameters. 

Occasional schedule adjustments may be required to support Gateway to the Rockies Opioid Council meetings, community events, or other business needs that occur during evening or weekend hours. Travel within the Region 10 (Clear Creek, Gilpin and Jefferson counties) may be required. 

COMPENSATION:  

Hiring Range: $24.00 - $29.00 Hourly 

Compensation will be determined based on education, experience and skills. 

BENEFITS: 

Jefferson County offers a generous benefits package that supports your personal and professional life. Benefits include medical, dental, and vision insurance; paid time off and holidays, including a starting bank of 40 hours of PTO for new hires; retirement matching; wellness programs; tuition reimbursement; flexible schedules; remote work options; and more. For more information, click here for our Total Rewards summary.   

ESSENTIAL DUTIES: 

• Create and maintain documents, forms, and reports and prepare and distribute professional correspondence, spreadsheets, letters, and other materials, ensuring information is complete and accurate. 

• Maintain organized electronic and physical records and files, including assembling, labeling, filing, retrieving, and distributing documents and monitoring the flow of information and paperwork. 

• Facilitate communication and coordination among staff, departments, divisions, and community partners, serving as a point of contact and maintaining effective working relationships. 

• Coordinate and support meetings by scheduling participants, reserving meeting space, coordinating technology and equipment, preparing agendas and presentation materials, recording meeting minutes, documenting action items, and distributing follow-up materials. 

• Assist with the planning and coordination of meetings, special events, and other activities, including scheduling, logistics, materials, technology, and participant communication. 

• Provide administrative support for invoice review and internal audit processes by organizing documentation, reviewing invoices and supporting records for completeness and accuracy, identifying discrepancies or missing information, and coordinating follow-up as needed. 

• Support contract tracking and record maintenance by maintaining organized contract files, monitoring key dates and documentation requirements, updating tracking tools, and ensuring records and supporting materials are current and readily accessible. 

• Create and maintain digitally accessible materials and ensure emails, correspondence, documents, presentations, and other supported products comply with applicable digital accessibility requirements, standards, and policies. 

• Perform other duties as assigned. 

QUALIFICATIONS: 

Research shows that women and other underrepresented and historically marginalized groups tend to apply only when they check every box in the posting. If you are reading this and hesitating to click “apply” for that reason, we encourage you to go for it! A true passion and excitement for making an impact is just as important as work experience. 

Minimum Qualifications:  

• High School diploma or GED 

• Two years of related experience providing administrative, clerical or coordination support. 

• *Note: An equivalent combination of education and experience is acceptable. 

Preferred Qualifications: 

• Experience coordinating meetings, including scheduling, preparing agendas and presentation slide-deck, taking minutes, and tracking follow-up items. 

• Strong organizational skills with demonstrated ability to manage multiple priorities, deadlines, and requests. 

• Experience preparing professional correspondence, reports, spreadsheets, forms, presentations, and other business documents. 

• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint. 

• Experience maintaining electronic records, files, databases, or other information-management systems with a high degree of accuracy. 

• Strong written and verbal communication skills and the ability to communicate effectively with employees, leadership, community partners, and members of the public. 

• Demonstrated attention to detail, including reviewing documents and data for accuracy, completeness, and consistency. 

• Experience providing responsive and professional customer service and responding to questions or requests for information. 

• Ability to work independently, take initiative, anticipate administrative needs, and follow through on assignments. 

• Experience creating or maintaining digitally accessible documents, emails, and other electronic content. 

• Ability to handle sensitive or confidential information with professionalism and discretion. 

• Experience supporting councils, boards, committees, coalitions, or other collaborative groups is a plus. 

ADDITIONAL REQUIREMENTS: 

• Driver’s License: Positions that require driving on County business in either a county or personal vehicle require a valid Colorado’s driver’s license within 30-days of hire or beginning to serve as an intern or volunteer. 

• Pre-Employment Screening: Offer of employment is contingent upon successful completion of criminal history, motor vehicle report, education verification, and/or references for all positions. 

• Accommodations Statement: We encourage people with disabilities to apply and are committed to providing reasonable accommodations throughout our hiring process. For assistance with applications, interviews, or other hiring-related accommodations, contact careertalent@jeffco.us. This contact is for accommodation requests only and cannot provide application status updates. 

APPLICATION: 

Apply Now! Jefferson County Colorado Career Opportunities 

We encourage all qualified applicants to apply! 

Please submit your online application by 11:59PM on the posted closing date. 

A resume and cover letter are welcome and encourage but do not replace the information asked for in the application. Please complete all required sections of the application. 

You may remove or hide age-related information from your application materials, such as your age, date of birth, or school attendance and graduation dates. You will not be penalized for removing this information. 

We will review applications to make sure applicants meet the minimum qualifications listed in the job posting. If you are selected to move forward, the hiring team will contact you. 

You can check your application status by logging into your candidate portal.     

For more information about the hiring process, visit: https://www.jeffco.us/1860/FAQs  

Questions? Contact the Jefferson County Recruitment Team at 303-271-8420 or CareerTalent@Jeffco.us 

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