Senior Administrative Assistant (Training Division)

Description / Position Overview

Senior Administrative Assistant

As a Senior Administrative Assistant for CSFD's (Colorado Springs Fire Department) Training Division, you will perform a variety of administrative and complex clerical duties to support the Training Division's professional development and training programs.

As a Senior Administrative Assistant, you will:

• Provide administrative and management support for the Department’s Learning Management System (LMS), including user management and training records oversight
• Create reports and analyze certification and training information
• Perform extensive data tracking, validation, and reporting related to training delivery, certifications, and compliance requirements
• Coordinate, organize, and proctor certifications tests
• Maintain the Training Division's budget
• Schedule various training activities and reserve conference rooms and/or external facilities for conferences/trainings hosted by the Fire Department
• Manage content on the division's internal and external web pages
• Provide customer service for a high volume of inquiries from internal and external customers
• Facilitate graduation logistics, including scheduling venue, organizing graduation ceremony, and sending invitations
• Serve as IT (Information Technology) liaison/power user for the Training Division

We are looking for candidates who demonstrate:

Knowledge of:

• Modern office procedures, methods, and equipment, including computers and supporting software
• Proper English usage, spelling, punctuation, and grammar
• Principles of business writing and report preparation

Ability to:

• Utilize and maintain the Fire Department’s LMS as a platform to provide training to members
• Utilize Fire Department’s Learning Management System to provide data analysis and reporting
• Work with both internal and external customers to problem solve issues related to the Department’s LMS
• Create custom data tracking systems and perform complex data analysis and reporting
• Maintain and track a moderately complex budget with multiple accounts
• Train internal customers on the proper use of training related application and systems
• Prepare business letters and memoranda
• Maintain a variety of files and records
• Maintain confidentiality of work performed
• Multi-task in a fast-pace environment while maintaining a high level of organization
• Communicate clearly and concisely using both verbal and writing skills
• Work well as a member of a team by establishing and maintaining effective working relationships
• Apply best practices in training coordination and adult learning support within a dynamic operational environment

Minimum Qualifications

• High school diploma or GED supplemented by additional specialized training in training development, records management, administration, accounting, or other related field
• Four (4) years of full-time secretarial, clerical, or related support experience.

Preferred Qualifications

The following qualifications are not required, but they are considered desirable. If you possess any of the preferred qualifications, please include specific details in your application. This information may be used to identify a top group of applicants.

• Specialized training in clerical practices, accounting, typing, and other related fields
• Experience with PeopleSoft
• Experience with SharePoint
• Experience with the management of application or web-based learning management systems such as Target Solutions
• Experience supporting training programs, curriculum delivery, or learning management systems in a public safety or similar environment
• High level of organizational skills

Additional Information

Primary Work Environment - Office environment

Please contact CSFD Human Resources at csfdhr@coloradosprings.gov
for any questions about this position.

Equal Opportunity Employer

The City of Colorado Springs is committed to a welcoming culture that values our employees' unique individual qualities and fosters a welcoming environment where people want to be

The City of Colorado Springs offers additional compensation depending on the position, area of assignment, and specific job assignments, including shift differential, pay differential, acting or lead, special assignment, hazard pay, longevity, cell phone allowance, uniform allowance, relocation, awards, standby, call out, compensatory time off, tuition, overtime, extra duty, incentive, holiday premium, proficiency, and vacation sell back.

NOTE: This job announcement is not intended to include a complete listing of all responsibilities, knowledge, skills, and abilities associated with the position.

The City does not sponsor applicants for work visas of any kind (including but not limited to F-1, H-1B or TN visas). Applicants must be currently authorized to work in the United States on a full-time basis.

Apply to Join Our Team

• Please visit the City of Colorado Springs Careers page and review our opportunities. Click on Apply button to complete an online application for any position of interest. All job applicants will need to create a new login and online application (unless you already have a Government Jobs user ID and password).

• Completing your application in full, including the entire work experience section, will assist Human Resources in the applicant screening process. Your application may not be considered if all of the information requested for each employer you list is not provided.

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• We encourage candidates with out-of-state credentials to inquire about expedited processing of Colorado licensing with the Colorado Occupational Credential Portability Program. More information can be found at the Colorado Department of Regulatory Agencies Licensing Portability page

• Our Government Jobs application system does not allow you to edit your application after it has been submitted for a position. If you want to make changes, you may submit another application prior to the position’s closing date and time listed in the job posting. HR will review the last application you submit for a position.

The City's job classifications, including physical demands and descriptions, can be found on the Colorado Springs Class Specifications page

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