Administrative Specialist

*Up to $3,000 Sign On Bonus May Be Available*

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The application must be filled out completely; stating "see resume" anywhere in the application, is not an acceptable substitute for a completed application.

Enjoy Industry Leading Benefits:

• Generous paid vacation and extended sick leave, and holidays.
• Free and discounted transportation options to get around Aspen and the Valley.
• Professional development and learning opportunities, including a tuition reimbursement program.
• Health and wellbeing options that include Medical, Dental, Vision, robust and accessible employee assistance program, and nationally recognized wellbeing platform.
• Monetary bonuses for healthy lifestyle choices and to use towards other personal needs.
• Plan for your future with competitive employer contributions to a 401a retirement plans and Social Security, in addition to an individual 457b retirement plan and Roth IRA option. Have peace of mind with life and disability insurance.

The City of Aspen is an Equal Opportunity Employer

Job Title: Administrative Specialist
Department: Parking
Classification: Non-Exempt

Hiring Range: $22.45/hour - $25.26/hour
Salary Range: $22.45/hour - $33.68/hour

Position Summary: Performs a variety of customer service, administrative, clerical, enforcement functions for the Parking Department consistent with the organization's values and mission statement.
Supervision Exercised and Received: Position works under the general supervision of the Parking Programs Manager.

Essential Job Functions:
Customer Service
• Provides world-class customer service at all times. Is engaging, empathetic, courteous while serving customers and has the ability to face adversity. Serves as the key point person for the front desk of the Parking Department in a dynamic atmosphere. Provides assistance with a large volume of customers in person, by telephone, email and on-line. Handles all customer inquires, complaints, ticket disputes and helps provide solutions,communicates rules and guidelines to customers. Understand the challenges customers face and assist them with parking issues. Collaborates with team members to solve problems.
• Performs all cashier responsibilities, revenue collection including payments for parking tickets. Follows PCI compliant standards. Using department guidelines, checks source documents and verifies information to sell and/or issue a wide variety of permits, day passes, rechargeable cards, service meters and tokens. Answers radio communication and responds to the parking officers in the field. Uses Sales Force to enter parking space request,adjust request, monitor and process on-line payments and invoices.
• Manages service meter request on a daily basis with application,set-up,education and refill,recharge,reassign as needed.
• Sells garage monthly passes, punch passes and refills active passes as needed.
Proactively manages/monitors 72 hr violations and snow tows reaching out to vehicle owners to warn of possible tow.

Administrative
• Receives and balances cash, check and credit transactions received by Parking Department on a daily basis and deposits money at City Finance in adherence to established policies and procedures. Maintains a high degree of accuracy. Enters all daily account revenue into municipay. Keeps daily documents for audit use. Does billing and payment receiving for reserved parking spaces. Counts and balances coins received from meters bi-weekly. Maintains coin log spreadsheet, electronic and paper departmental files as assigned. Inputs data and assist in maintaining parking department database system. Requires the entering of data from handwritten parking violations and other sources. Collects and enters all monthly revenue totals in parking spread sheet to assist and provide detailed financial numbers to help the department make more informed decisions. Runs various computer generated reports as assigned. Performs opening & closing duties. Does a variety of other tasks as needed such as making temporary parking construction signs. Provides back-up coverage at the Parking Kiosk when needed. Attends weekly team meetings. Plays key role in training new hires in this position.
• Orders offices supplies and maintains inventory. Reconciles petty cash. Distributes reimbursement for double payments,etc.
Works on data memo's and development of information pertaining to Parking and Transportation Traffic Demand Management programs.
• Assist in testing new parking products , technologies or changes, and improvements

Vehicle Impoundment, Tickets & Notices
• Determines needs and uses judgment for towing vehicles, calling tow trucks, issuing and maintaining tow log and releasing of impounded vehicles in adherence with department guidelines. Works to track down the owner of vehicles in different ways to try to prevent most tows. Processes ticket dispute forms and mails out responses as approved by the Parking Programs Manager. Prints, processes and mails overdue parking ticket notices. Uses creative messages to communicate parking news and changes.

City Organizational Values
• Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization. This position is responsible for upholding and applying these values while performing daily work functions.
Other duties as assigned.
Core Competencies:
Displays the following key competencies and behaviors in the overall job performance to include knowledge, skills and abilities:
• Service: Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments.
• Partnership: Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together.
• Stewardship: Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all.
• Innovation: Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen's unique culture, opportunities and challenges.
• Communication: Knowledge of effective and appropriate communication. Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication.
• Interpersonal: Works to develop strength in interpersonal skills. Has the ability to work well with diverse groups of people, both inside and outside the organization.
• Technology: Demonstrates technology skills sufficient for the nature and level of position. Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation.
Minimum Qualifications:
Education: High School Diploma or GED equivalent.
Experience: Two years' experience in customer service, administrative and clerical work experience, cash handling or related field.
Technical Knowledge: Must be proficient in the following areas: Microsoft Outlook Email, and a basic understanding of computers and online computer-based technology applications, which includes accessing web based platforms.
Licenses & Certifications:
Must possess a valid Colorado Driver's License or be able to obtain one within 30 days of start date.
NOTE: Any combination of experience and education that would likely provide the required abilities, knowledge and skills as determined by the City of Aspen may be substituted for the requirements above.
NOTE: This position requires a Criminal Background Check upon hire. Employment is contingent upon successful completion of a Criminal Background Check.
Position Type and Work Hours:
• Regular full time, hours may vary with workload. May work an occasional holiday.
• Evenings/Weekends may be required depending on department needs and special projects.
Work Environment:
• Indoors: Office environment.
• Outdoors/Off-Site: Meetings, trainings, and site visits at a variety of city facilities and areas.
Physical Demands:
Bending: Bending or position oneself to move an object from one level to another.
Carrying: transporting or moving up to 20 lb. equipment, etc., unassisted
Climbing: Ascending or descending stationary objects.
Crouching: Bending body downward and forward by bending leg and spine.
Eye/Hand/Foot Coordination: Performing work through using two or more body parts or other devices.
Gripping/Grasping: Ability to apply pressure with fingers and palm.
Handling: Seizing, holding, grasping, through use of hands, fingers, or other means.
Hearing: Perceiving and comprehending the nature and direction of sounds.
Lifting: Moving objects weighing no more than 10 pounds from one level to another.
Reaching: Extending the hands and arms or other device in any direction.
Repetitive motions: Making frequent or continuous movements.
Sitting: Remaining in a stationary position.
Standing: Ability to sustain position for a period of time.
Stooping: Bending body downward and forward by bending spine at the waist.
Talking: Communicating ideas or exchanging information.
Visual Acuity: Ability to bring objects into focus.
Walking: Ability to move to traverse from one location to another.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.Learn More

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