Please complete this application using your full legal name as it appears on your government issued forms of identification when you have time to go from start to finish. Application details cannot be saved along the way, and you must complete and submit the application in one sitting. If you leave your computer and return later, you may time out.

REMINDER: Current DCSD employees must apply through their district log-on, this application is for external candidates only!

    

Job Posting Title:

Administrative Specialist - Operations & Maintenance Department

    

Job Description:

Ensures efficient & effective operation of the department by providing support to manager and department staff with work order management, planning and scheduling work, payroll time management systems, bookkeeping, budgeting & onboarding of new personnel. Enhances stakeholder service and satisfaction by serving as a single point of contact for communication and problem resolution, and develops and promotes good community relations among all staff and school clientele.

    

Position Specific Information (if Applicable):

This is a day position, working with the Custodial Team within the Operations and Maintenance Department.

    

Responsibilities:

--- Ensure prompt response to urgent requests through daily monitoring of work order system, routing and coordination of work with department employees and contract service providers.

--- Promote fiscal accountability of the department by creating daily accounts of maintenance/grounds work, material costs, and worker-hours accumulated as well as ensuring that all invoices are submitted for reimbursement of funds to the department.

--- Enable accurate development of department annual budget (where applicable) by tracking and reporting contract cleaning costs as well as cost of supplies and materials on a school by school basis.

--- Support department personnel and Payroll through creating and maintaining employee daily pay records, hours worked, attendance, leaves, absences, and monthly reconciliation of time for the entire department staff. Audit payroll reports for accurate reporting of assignments

--- Provide daily, weekly, monthly, annual and special reports pertaining to Facility Use, playgrounds, storm water, building inspections, and other related areas.

--- Protect valuable district assets by maintaining a comprehensive and updated equipment database, scheduling preventive maintenance of equipment, tracking completion of service, and preparing biannual preventive maintenance reports. Process all documents relative to work order management system.

--- Facilitate efficient and effective hiring and retention of quality personnel by posting open positions, screening candidates, scheduling and assisting with interviews, and completing all associated paperwork throughout the onboarding process.

--- Support entire department staff by providing training and support on use of the work order management system, payroll system, onboarding process, and office equipment as well as scheduling staff meetings and training events.

--- May coordinate vital contracted services including but not limited to waste disposal & recycling, pest control & management and moving & storage. Review invoices to ensure accuracy and control costs.

--- Answer all related phone calls.

--- Perform other related duties as assigned or requested.

--- May streamline department work flow by receiving, reviewing, coding and routing all incoming work requests by priority to ensure that safety needs are given top priority and that routine requests are done in a timely manner. Process all documents relative to the work order process.

    

Certifications:

    

Education:

High School or Equivalent (Required)

    

Skills:

Position Type:

Regular

    

Primary Location:

West Building A - O&M Offices

    

One Year Only (Yes or No):

No

 

Scheduled Hours Per Week:

40

 

FTE:

1.00

    

Approx Scheduled Days Per Year:

260 Work Days

• (260 days indicates a year-round position.  Time off [or Off-Track Days] are then granted based on the position.  Any exceptions to the normal off-track time will be noted in the Additional Position Details section above, as scheduled work days.)

   

Minimum Hire Rate:

$19.71 USD Hourly

   

Maximum Hire Rate:

$25.56 USD Hourly

   

Full Salary Range:

$19.71 USD - $31.40 USD Hourly

• All salary amounts listed above are based on a full-time (1.0) FTE. If applicable, part-time salaries will be prorated according to the assigned FTE.

   

Benefits:

This position is eligible for health, vision, dental, health savings account (HSA), flexible spending accounts (FSA), District paid and voluntary additional (supplemental) life and accidental death and dismemberment insurance, short and long-term disability, critical illness and accident voluntary insurance, employee assistance program (EAP), voluntary 401(k), 403(b) and 457 retirement plan options.

Time Off Plans:

This position is eligible for paid vacation, sick and personal time.

This position will be open until filled, but will not be open past:

June 13, 2024

About Our Job

With competitive pay, great benefits, and endless opportunities, working for the City and County of Denver means seeing yourself working with purpose — for you, and those who benefit from your passion, skills and expertise. Join our diverse, inclusive and talented workforce of more than 11,000 team members who are at the heart of what makes Denver, Denver.

What We Offer

The City and County of Denver offers a competitive salary commensurate with education and experience. The salary range for this position is $21.47 - $26.84. We also offer generous benefits for full-time employees which include but are not limited to:

• A guaranteed life-long monthly pension, once vested after 5 years of service
• 457B Retirement Plan
• 140 hours of PTO earned within first year + 11 paid holidays, 1 personal holiday and 1 volunteer day per year
• Competitive medical, dental and vision plans effective within 1 month of start date

Location

The City and County of Denver supports a hybrid workplace model. Employees work where needed, at a job site several days a week and off-site as needed. In this position you can expect to work out of the Castro Office at 1200 Federal Blvd on in office days. Employees must work within the state of Colorado on their off-site days.

What You’ll Do

At Denver Human Services (DHS), we envision a healthy community where people are connected, supported, safe, and well. One in three people in Denver turn to DHS for support at all stages of life. Our employees help children, older adults, families, and individuals navigate social and economic pressures by connecting them to services and experts who support their overall well-being.

About Protection & Prevention

Denver Human Services works to protect Denver's children, youth, adults, and elders by providing services and advocacy while promoting family stability, respecting diversity, and working to create and strengthen connections to community resources. We work to prevent abuse by providing education, resources, and support to parents, families, and community organizations.

Denver Human Services is seeking a dedicated, passionate, enthusiastic and self-motivated individual to join the Core Billing Team in the Clinical and Support Services Section of the Child Welfare Division as an Administrative Support Assistant. In this role, you will be generally responsible for performing regular data entry and with a large focus on childcare case management, invoicing review and payment, working collaboratively with teammates, and providing quality customer service to the Child Welfare staff and external providers.

Additionally, the Administrative Support Assistant:

• Works with caseworkers and external customers to find best solutions and financial resources for families involved with Child Welfare while maintaining internal controls set by the agency
• Processes provider invoices, reviews reports and authorizations, verifies billed services and rates are compliant with contract and resolves discrepancies prior to final payment issuance
• Reviews staff requests for client assistance by determining funding options and compliance with program guidelines and requirements
• Data enters, tracks and monitors approved requests impacting program budget and makes recommendations to expending authorities
• Receives staff requests for interpreter services and creates service authorizations, resolves service discrepancies with provider, and reconciles invoices
• Receives, tracks, distributes, and reconciles RTD bus passes according to policy and procedure
• Carries a Child Welfare Childcare caseload. Performs data entry in system, conducts client intake interview, works with client and caseworker to transition to long term goal, monitors changes in client status and makes appropriate adjustments throughout case, responds to questions, and explains policies
• Reviews policy and procedure changes from leadership and provides ongoing staff training
• Participates in group discussions about areas for improvement; shares ideas with unit in a manner that promotes mutual learning; identifies areas of risk with service authorizations/payment entries; and takes initiative to cross train with co-workers

This position requires an online assessment or test. Once you complete your application, if you meet the qualification for the position you will receive an email from AssessmentTeam@denvergov.org with a link to the assessment or test. We recommend that you add AssessmentTeam@denvergov.org to your safe sender list. If you do not receive the email within 30 minutes of applying, please contact AssessmentTeam@denvergov.org.

About You

What You’ll Bring

We value diversity of ethnicity, race, socioeconomic status, sexual identity, gender, religion, language, ability, and experience and exemplify this through the makeup of our team at all levels. You'll be right at home here if you cultivate strong relationships and push yourself, your work, the people around you and Denver to the next level.

Our ideal candidate has some or all the following experience, skills, and characteristics:

• Experience using Microsoft Office products (Outlook, Word, Excel) and Adobe
• Experience using the Trails and CHATS systems
• Experience in the human services field
• Demonstrated communication and writing skills
• A self-starter attitude with the ability to work both collaboratively and independently
• The ability to be flexible and handle multiple tasks at once
• Superior critical thinking and problem-solving skills
• Superior time management skills
• Adaptability to quickly and comfortably shift priorities while maintaining the highest level of customer service and responsiveness
• Excellent attention to detail, and an understanding of process improvement

Required Minimum Qualifications

• Education requirement: Graduation from high school or the possession of a GED, HiSET or TASC Certificate
• Experience Requirement: Three (3) years of full performance office support/clerical work (type and level of an Administrative Support Assistant III)
• Education/Experience Equivalency: Additional appropriate education may be substituted for the minimum experience requirements

NOTE:  Please include a cover letter with your application in the required attachment section addressing the following:

• Why you are interested in this position?
• Why you are interested in working at Denver Human Services?
• The most relevant skills, experience, and training that qualify you for this position.

Application Deadline

Please submit your application as soon as possible and no later than March 22nd at midnight to ensure consideration.

About Everything Else

Job Profile

CC1503 Administrative Support Assistant IV

To view the full job profile including position specifications, physical demands, and probationary period, click here.

Position Type

Unlimited

Position Salary Range

$21.47 - $32.21

Starting Pay

Although our full pay range is included above, the budgeted hiring range for this position is $21.47 - $26.84 per hour.

Agency

Denver Human Services

Assessment Requirement

Administrative Professional

The City and County of Denver provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, national origin, disability, genetic information, age, or any other status protected under federal, state, and/or local law. 

For information about right to work, click here for English or here for Spanish.

Abbott is a global healthcare leader that helps people live more fully at all stages of life. Our portfolio of life-changing technologies spans the spectrum of healthcare, with leading businesses and products in diagnostics, medical devices, nutritionals and branded generic medicines. Our 114,000 colleagues serve people in more than 160 countries.

     

JOB DESCRIPTION:

Working at Abbott

At Abbott, you can do work that matters, grow, and learn, care for yourself and family, be your true self and live a full life. You’ll also have access to:

• Career development with an international company where you can grow the career you dream of.
• Free medical coverage for employees* via the Health Investment Plan (HIP) PPO.
• An excellent retirement savings plan with high employer contribution.
• Tuition reimbursement, the Freedom 2 Save student debt program and FreeU education benefit - an affordable and convenient path to getting a bachelor’s degree.
• A company recognized as a great place to work in dozens of countries around the world and named one of the most admired companies in the world by Fortune.
• A company that is recognized as one of the best big companies to work for as well as a best place to work for diversity, working mothers, female executives, and scientists.

The Opportunity

This position works out of our Willis Tower, Chicago, Illinois location in the Legal Division.

As the Legal/OEC Administrative Assistant, you’ll have the chance to provide general administrative support to the Legal/OEC Willis Tower team, including DVPs, attorneys, directors, ECOs, and paralegals, as assigned. 

What You’ll Work On

• The position will require applicants to build/maintain processes for the DVPs to manage the work of their organizations by using technology (such as SharePoint, Microsoft teams), to organize collaboration and communications.
• Qualified candidates will have excellent communication skills and judgment and be able to build relationships and network with other peers to drive efficiency into the organizations they support.
• Responsibilities include all departmental administrative functions, including calendar management, scheduling travel, processing expense reports, creating and modifying business documents, answering phones, and managing correspondence.
• Assists with meeting/event coordination and organization, including document preparations, visitor access, and catering services.
• Manages calendars, including proactively identifying and resolving schedule conflicts.
• Utilizes advanced software skills including Microsoft Office Suite and other business-specific software such as Corporate Travel, Procurement, document management, and matter management systems.
• Maintains confidentiality in handling sensitive business information.
• Coordinates domestic and international travel arrangements, including visas, passports, and inoculations.
• Conducts onboarding activities, including workspace set-ups for new employees.
• Provides basic project management support.
• Consistently interacts with high-level executives and works with cross-functional teams in connection with projects and division-wide support.
• Point of contact for team whereabouts and knowledge of general availability
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Manages departmental supplies and storage thereof.
• Prioritizes workload to ensure departmental support needs are fulfilled.

• Responsible for compliance with applicable Corporate and Divisional Policies and procedures
• Intermediate knowledge and understanding of business processes and requirements. 

The salary range for this position is $22.00 - $44.00 based on experience.

Required Qualifications

• High School diploma or equivalent, some college preferred.

Preferred Qualifications

• 3+ years previous admin experience or equivalent
• Operates with general instruction and some supervision.
• Advanced knowledge of Microsoft Office Suite, including PowerPoint, Outlook, and Word

Apply Now

* Participants who complete a short wellness assessment qualify for FREE coverage in our HIP PPO medical plan. Free coverage applies in the next calendar year.

Learn more about our health and wellness benefits, which provide the security to help you and your family live full lives:  www.abbottbenefits.com

Follow your career aspirations to Abbott for diverse opportunities with a company that can help you build your future and live your best life. Abbott is an Equal Opportunity Employer, committed to employee diversity.

Connect with us at www.abbott.com, on Facebook at www.facebook.com/Abbott and on X (formerly Twitter) @AbbottNews and @AbbottGlobal.

     

The base pay for this position is

$22.00 – $44.00/hour

In specific locations, the pay range may vary from the range posted.

     

JOB FAMILY:

Administrative Support

     

DIVISION:

GENC General Counsel

        

LOCATION:

United States > Chicago : Willis Tower Building 233 S Wacker Dr.

     

ADDITIONAL LOCATIONS:

     

WORK SHIFT:

Standard

     

TRAVEL:

Not specified

     

MEDICAL SURVEILLANCE:

Not Applicable

     

SIGNIFICANT WORK ACTIVITIES:

Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hour day), Keyboard use (greater or equal to 50% of the workday)

     

Abbott is an Equal Opportunity Employer of Minorities/Women/Individuals with Disabilities/Protected Veterans.

     

EEO is the Law link - English: http://webstorage.abbott.com/common/External/EEO_English.pdf

     

EEO is the Law link - Espanol: http://webstorage.abbott.com/common/External/EEO_Spanish.pdf