Arapahoe County Sheriff
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Project Management Admin Support (Part-time)
at Arapahoe County Sheriff
Performs a variety of routine administrative duties in the operation of the Facilities & Fleet Management Department. Works under the direct supervision of the Administration Manager.
Serves as primary administrative support to the Project Management Office (PMO). Duties will include, but are not limited to:
Assists the Project Managers, Audio Visual & Security Systems Supervisor and Manager of Project Operations with various support functions as they relate to approved projects and/or the PMO Division.
Verifies and submits project related invoices and purchase orders for approval in SAP.
Compiles necessary information from vendors/contractors to process required background checks with FFM and the Sheriff's Office (SO) and maintains current approved list for each approved project.
Creates and maintains detailed project files (both hard copy and electronic) including project related binders.
Interacts with consultants, contractors and Project Team as required.
Assists with transmittals, interoffice mail and external mail as necessary.
Prepares and distributes contracted vendor extension letters and routes through Contract Management for approvals.
Enters new contracts, addendums and change orders into Contract Management and tracks approvals.
Prepares travel documents for staff as requested, including air travel, hotel accommodations, training, and per diem.
Distributes and allocates monthly Purchasing Card Visa statements for staff as requested.
Answers incoming department telephone calls and dispatching calls accordingly.
Serves as a back-up for P-Card reconciliations, accounts payable and other administrative functions.
Creates Purchase Orders in accordance with Arapahoe County Purchasing Guidelines in a timely matter. Works closely with requestors to ensure all documentation is received for PO to be created.
Maintains familiarity with appropriate County personnel and telephone extensions at which they can be reached. Maintains telephone directories for department.
Files and sorts a variety of documents, to include sensitive and confidential information.
Identifies, sorts, and distributes incoming documents, facsimiles, etc. May require research as necessary to determine the destination. Frequent contact with outside vendors in a professional manner.
Orders office supplies as necessary.
Assists with routine clerical, administrative duties, ensuring adherence to established policies, procedures, standards, goals and objectives.
Process cash journal transactions as necessary.
SKILLS, ABILITIES AND COMPETENCIES:
Medium to high level of proficiency with MS Office Suite including Word, Excel, and PowerPoint.
Knowledge of Visio software desirable.
Excellent written and verbal communication skills.
Effective management of priorities and projects in a fast paced environment.
Ability to manage information in a confidential and professional manner.
Experience with Learning Management Systems preferred.
Knowledge of Accounts Payable practices and procedures.
Respect for Others
High School diploma or GED
Two (2) years relevant office/clerical/support experience
(Any equivalent combination of education and work experience that satisfy the requirements of the job may be considered.)
- Supplemental Information
PRE-EMPLOYMENT ADDITIONAL REQUIREMENTS:
This position requires successful completion of pre-employment background and motor vehicle checks.
Position is deemed essential and incumbents must be available for winter storm emergencies and to respond to emergency phone calls all of which may require evenings, holidays and weekends.
Work is generally confined to a standard office environment.
The following are some of the physical demands commonly associated with this position.
Spends 80% of the time sitting and 20% of the time either standing or walking.
Occasionally lifts, carries, pulls or pushes up to 20 lbs.
Occasionally uses cart, dolly, or other equipment to carry in excess of 20 lbs.
Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.
Verbal and auditory capacity enabling constant interpersonal communication through automated devices, such as telephones, radios, and similar; and in public meetings and personal interactions.
Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.
Visual capacity enabling constant use of computer or other work related equipment.
The salary grade listed is the full salary range for the Project Management Admin Support (Part-time) position. Please note that the hiring salary will typically be near the lower end of the pay range listed.