Administrative Specialist

The Administrative Specialist provides administrative, technical, and analytical support to South Platte Renew (SPR) to ensure efficient daily operations. Key responsibilities include managing the SPR's Front Desk, visitor management program, delivering high‑quality customer service to internal and external stakeholders, preparing communications and materials, coordinating meetings and events, and supporting administrative functions across the organization. The role also manages office supplies and equipment, assists with clerical tasks, maintains calendars, and supports SPR divisions, managers, and the Leadership Team.

The Administrative Specialist must be proficient with a variety of software applications, including Microsoft 365, Adobe Acrobat, Tyler New World, Canva, DocuSign, and other business‑related tools.

This position is located at South Platte Renew and is in-person Monday - Friday during business hours.

REPORTING RELATIONSHIPS

Reports to: Business Solutions Supervisor

Direct Reports: None

ESSENTIAL DUTIES & RESPONSIBILITIES

Visitor Management: Manages SPR's Front Desk, visitor management program, focusing on front desk operations, site access control, and adherence to security protocols. Provides clear direction to visitors, contractors, and delivery personnel to ensure safe and efficient movement throughout the facility while maintaining excellent customer service for internal and external stakeholders.

Office Management: Orders and maintains office and other departmental supplies/equipment for the entire organization and performs ongoing evaluation of office operations to ensure that administrative support functions are efficient, cost effective, and provides a high level of service.

Planning & Coordination: Organizes, plans, and executes SPR events, trainings, meetings, and external engagement activities. Maintains calendars and work schedules for workgroups and individuals. Coordinates and schedules the use of City and department facilities and equipment.

Communications: Supports organization-wide communications such as, communications and marketing materials, such as presentations, reports, newsletters, and internal announcements.

Procurement & Budgeting: Purchasing goods and services to support division functions and processing pay apps and invoices.

Administrative Programs: Oversees key business programs, which may include the Employee Transition Program, Executive Management Support, Organizational Training, Uniform Program, WIFIA Compliance, and Travel Program, the Records and Information Management Program, and ensures confidential and sensitive information associated with these programs is handled securely and professionally.

Special Projects: Supports administrative projects through procurement, coordination, document management, and reporting efforts. Supports strategic initiatives and organizational development efforts as assigned.

The listed examples of work are not intended to be all-inclusive. They may be modified with additions, deletions, or changes as necessary. Performs other duties as assigned and required.

CORE COMPETENCIES

Organization Wide:

• Demonstrates alignment with SPR's organizational vision, mission, and values.
• Follows and actively engages in the SPR Safe Program, including all policies and required trainings.
• Upholds fiscal responsibility by adhering to SPR's procurement policies and procedures.
• Continuously improves the efficiency and effectiveness of delivered services and products.
• Values diversity by demonstrating awareness, sensitivity, and adaptability in communication and behavior to support an inclusive environment.

Job Specific:

Customer Service & Stakeholder Focus: Delivers responsive, professional support to internal and external stakeholders to ensure a positive and effective experience and fully meet their needs.

• Dedicated to meeting the expectations and requirements of internal and external customers/stakeholders; and balances multiple customer/stakeholders' interests.
• Establishes and maintains effective relationships by gaining their trust and respect.
• Takes pride in serving all clients equally in a warm and friendly way and excels at offering solution-focused service.
• Represents the organization with professionalism, discretion, and courtesy.
• Builds effective working relationships with internal and external stakeholders, ensuring clear communication and mutual trust.

Adaptability & Prioritization: Adjusts effectively to changing needs, priorities, and environments while maintaining high-quality work.

• Manages multiple tasks, deadlines, and interruptions with composure and tact.
• Quickly shifts focus when organizational priorities evolve.
• Seeks to understand organizational priorities and goals and utilizes appropriate discretion to prioritize tasks effectively to ensure alignment.
• Maintains professionalism, productivity, and open communication under shifting or high-pressure conditions.
• Organizes resources to complete tasks efficiently and on time while keeping the appropriate people informed about task/project progress.
• Works proactively and collaboratively with supervisor to navigate challenges, setbacks, and ambiguity.

Collaborates: Works cooperatively with colleagues, leaders, and cross-functional teams to achieve shared goals.

• Builds strong working relationships across divisions and levels, developing constructive and cooperative working relationships with others.
• Shares information openly to support teamwork and alignment.
• Seeks input and feedback, and ensures teammates feel valued and heard.
• Supports group decisions and contributes to a positive team environment.
• Effectively communicates with members of a multi-disciplinary group or team to achieve team goals and objectives.

Action-Oriented: Takes initiative to complete tasks efficiently and responds quickly to requests, challenges, and changing priorities.

• Approaches work with energy and a sense of urgency.
• Steps in to help resolve routine issues or support colleagues without needing direction.
• Follows through promptly on assigned tasks, ensuring timely completion.
• Demonstrates willingness to learn new processes, tools, or responsibilities to keep work moving.

Organized & Detail-Oriented: Ensures accuracy, completeness, and consistency in work while maintaining organized systems to support efficient operations.

• Reviews documents, data, and tasks carefully to limit errors and maintain quality.
• Manages files, records, and information in a clear and accessible way.
• Verifies the accuracy of information and work product to provide correct and consistent work on a timely basis.
• Develops and uses systems to organize and keep track of information or work progress.
• Takes necessary actions to produce work that requires little or no verification.

QUALIFICATIONS

Education:

• High School diploma or equivalent is required.

Related Work Experience:

• Minimum of 3 years of administrative experience.
• 1-3 years customer service experience is highly desirable.

License, Registrations or Certification:

• Notary Certificate preferred or ability to obtain within six months of hire.
• Required Driver's License: Valid Colorado driver's license and a clear or acceptable MVR.
• An equivalent combination of education, training and relevant job experience may be substituted.

PHYSICAL REQUIREMENTS

• Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

WORKING CONDITIONS

• Work is performed in a standard office environment, requiring sitting for extended periods of time.
• Job requires visual and physical capabilities to perform data entry, filing, and to work on computers and associated equipment for prolonged periods of time (5-7 hours daily).
• Encounters with hazardous conditions (including electrical currents, heavy equipment, fumes, bodily fluids, extreme temperatures, threatening behaviors, inadequate lighting, restricted movement, or intense noise) is: Limited (less than 1% of Time)

Hourly/Salary Range:

$22.18 - $33.28 per hour

Benefits:

• The City of Englewood offers a comprehensive benefits package including but not limited to:
• Medical, Dental, and Vision Plans
• Retirement Plans
• Paid Time Off
• Paid Sick Leave
• 12 Paid Holidays
• Application Deadline: This position is open until December 12, 2026.