Administrative Specialist- Ralston House

Due to the nature of this work, selected candidate (s) will be required to Complete an Application, interview, Personal History Questionnaire, Polygraph, Background Check, and References. Candidates are required to pass the background/PHQ (listed above), have a valid driver's license, clean MVR, and the ability to drive between sites regularly.

Performs a wide variety of routine to complex technical and administrative support and customer service activities requiring specialized knowledge and/or training to assist Ralston House Child Advocacy Center in meeting its business and program needs. The City of Arvada promotes Equal Pay for Equal Work. Starting salary will be determined by the applicant's education, experience, knowledge, skills, and abilities, as well as internal equity. The range listed above reflects the entire range and typical placement is entry to mid-range.

Automatic Disqualifying Factors

An extensive background investigation will be conducted. The discovery of any one of the factors below, at any time during the application process, shall automatically disqualify a candidate from continuing in the application process. Read carefully and do not apply to this position if you meet any of these. Disqualifying factors include, but are not limited to, the following, from the date of application:

• Use of an illegal drug within the last 5 years
• Drug or alcohol-related driving convictions within the past five years.
• Falsifying documentation of a college degree, transcript, or specialized training
• Convicted of, plead guilty to, or no contest to any felony.
• Convicted of, plead guilty to, or no contest to a misdemeanor involving acts of moral turpitude (lying, cheating, stealing).
• Convicted of, plead guilty to, or no contest to a misdemeanor sex offense.
• Convicted of, plead guilty to, or no contest to domestic assault

ESSENTIAL JOB FUNCTIONS

• Provides routine to complex administrative support to Ralston House.

• Requires intermediate to advanced computer skills, including word processing, spreadsheet, email, Constant Contact, PowerPoint and Publisher software.

• Provides general office functions related to maintenance of equipment and supplies, including scanning, faxing, copying, ordering office supplies, reporting copier counts to IT.

• Maintains specialized data bases; entry of confidential client information into client database and confidential donation information into donor database.

• Maintains updated files of forms including client intake forms, referral forms, medical release forms, etc., for use by direct services staff.

• Prepares high quality documents and correspondence including generating own responses to general questions and editing for grammar and professional wording.

• Assists in creating forms, flyers and spreadsheets to provide requested information in a timely manner and usable format. Assists in developing new administrative-related forms.

• Familiar with grant files and can assist in maintaining files, as requested.

• Back-up on phones when Victim/Family Support Advocates are unavailable. This includes scheduling on Ralston House calendar and fielding calls from the general public.

• Thank you letters and emails.

• Monthly tracking of client and case statistics and running demographic reports for grants.

• Sets up meetings as requested.

• Participates in regular team meetings and takes meeting minutes. Maintains list of action items.

• Daily mail runs between Ralston House and City of Arvada.

• Prepares PowerPoint presentations, as created and requested by staff presenters.

• Maintains confidential client files, including making labels and filing forms. Knowledge of records retention and assists in maintaining current files and storing older files.

• Purchases and stocks client supplies, as needed, such as food and paper products.

• Maintains the gift card inventory and tracks use/card balances.

• Assists in producing the annual donation Wish List.

• Communicates in a positive, tactful, discreet manner - verbally and in writing.

• Uses independent judgment, problem solving skills and initiative.

• Contributes to the efficiency and effectiveness of the department.

• Assists with special events and/or projects, as requested - both planning and day-of events.

• Participates in continuous improvement efforts and makes recommendations for general office procedures and operations.

• Travels to and attends team and organizational meetings, training, events and activities and appropriately and professionally represents the department.

• Demonstrates ethics, integrity and discretion.

• Demonstrates a respectful attitude towards customers and coworkers that promotes teamwork, open communication, and effective customer service.

• Acts with the customer in mind, responds to requests promptly and provides effective services or solutions for customers.

• Exercises appropriate level of initiative and judgment to make decisions within the scope of assigned authority.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

• Strong knowledge and experience in all facets of office administrative practices including word processing; emailing; entering, retrieving and tracking data using statistical databases and spreadsheets; some advanced skills needed.

• Proficient in handling multiple tasks efficiently; ability to prioritize tasks and demonstrate flexibility. Detail oriented.

• Proficient in exercising initiative and judgment as well as making decisions within the scope of assigned authority.

• Ability to effectively communicate information, both verbally and in writing, to support organizational objectives and interact with all levels of personnel within the city in a positive and cooperative manner.

• Strong organizational and customer service skills.

• Ability to operate a motor-vehicle to travel to and from off-site locations to support/attend business meetings, training and related events.

WORKING ENVIRONMENT/PHYSICAL ACTIVITIES:

The work environment/physical activities described here are representative of those an employee encounters while performing the essential functions of the job.

Work is primarily performed in an office environment with low noise levels. Physical effort and activities include: Light physical effort may be required to handle objects up to 20 pounds occasionally and/or 10 pounds frequently. Must hold a valid driver's license.

MINIMUM REQUIRED QUALIFICATIONS (EDUCATION, LICENSE, TRAINING AND EXPERIENCE):

High School Diploma or equivalent, three (3) to five (5) years of progressively responsible general office/administrative experience, including word processing, data entry, spreadsheets, databases and preferably desktop publishing. A valid Colorado driver's license and acceptable driving record is required.

Preferred Qualifications:

Non-profit experience helpful.

MATERIAL AND EQUIPMENT DIRECTLY USED:

Requires use of standard office equipment and includes a personal computer, telephone, facsimile and copy machines, calculator and laser printer. Software utilized includes Microsoft Word, Excel, NCAtrak, Google Chrome, Publisher, PowerPoint, Oracle and the Internet.