Funds Distribution and Administration Coordinator

$27.62 - $35.90

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This position provides essential administrative and fiscal support across multiple divisions with a primary focus on coordinating Human Services Fund Distribution requests for emergency assistance. Key responsibilities include reviewing and organizing documentation verifying eligibility and completeness researching previous requests tracking submissions through payment and identifying concerns that need to be elevated to the Division Director. The role requires strong critical thinking skills and careful judgment to ensure requests are accurate compliant and processed efficiently.

In addition this position manages all aspects of employee travel including reviewing and processing travel requests coordinating and purchasing travel arrangements verifying required approvals resolving discrepancies with vendors or Fiscal and maintaining accurate records. The role consistently exercises fiscal judgment to support cost effective policy aligned and fiscally conservative outcomes. Beyond travel and fund distribution the position provides broad administrative supportmaintaining records assisting with projects managing supplies and collaborating with staff leadership and community partners to ensure smooth and efficient department operations.

Primary location is in the Greeley office or at a satellite office when necessary and may include minimal travel. Reliable predictable attendance within department business hours of 8:00 a.m. to 5:00 p.m. Monday through Friday. This position is in-person and may be eligible for occasional telework options upon successful completion of initial training and demonstration of high work performance.

Ideal candidate traits:
1. High attention to detail and accuracy.
2. Strong organization skills.
3. Thrive on managing end-to-end workflows.
4. Collaborative and professional communication skills.
5. Adaptable and open to process improvements.

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Distribution Requests - 40%

• Coordinate Human Services Funds Distribution requests for emergency assistance including gathering reviewing and organizing documentation.
• Verify accuracy and completeness of information research prior requests and identify inconsistencies or potential concerns requiring escalation
• Track requests from submission through completion and communicate with requestor throughout the process.
• Coordinate with the requestor and Fiscal team to ensure timely and accurate processing.
• Exercise critical thinking independent judgement and fiscal awareness to ensure requests are accurate compliant and align with fiscally responsible practices.
• Maintain accurate up-to-date physical/digital records for all approved pending and denied requests.
• Attend regular Funds Distribution Committee meetings and support decision making process.
• Remain current on updated program rules and regulations.

Financial and Travel Administration - 30%

• Review process and coordinate client and/or employee travel requests for accuracy policy compliance and required approvals.
• Arrange and purchase travel components including lodging mileage-related needs registration ensuring cost-effective and fiscally conservative decisions.
• Gather review and organize invoices for accuracy and completeness confirming appropriate approvals coding and documentation before submission for final approval
• Resolve discrepancies through communication with employees vendors and Fiscal.
• Maintain accurate records of travel requests purchases and invoices while exercising critical thinking to identify concerns and elevate issues when necessary.

Department Administrative Support - 30%

• Provide administrative support across multiple divisions adapting to the varied operational needs and ensuring consistency in the department process.
• Deliver customer service respond to inquiries support department initiatives and assist with operational projects.
• Order track and maintain office supplies and ensure organized record keeping systems.
• Support leadership and employees with documentation meeting preparation and general administrative tasks that promote efficient department operations.
• Maintain readiness to adjust responsibilities as department needs evolve.

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Required Education

• High School Diploma/GED

Experience Qualifications

• Three (3) years of full-time administrative business fiscal or program support experience in an office environment that includes document review customer service data entry records management and computer experience.
• Successful completion of an associate or bachelors degree may substitute for up to two years of the required work experience.

Preferred Experience

• Experience in a public sector government or human service environment.
• Experience reviewing invoices purchase documentation travel requests or other financial records for accuracy and completeness.
• Experience maintaining tracking systems databases or reporting tools.
• Experience collaborating with multiple departments community partners or stakeholders.
• Experience working with community stakeholders.
• Experience interpreting policies procedures or guidelines to make recommendations determine completeness of documentation or support operational decisions.
• Experience with government subsidized programs.

Skills and Abilities

• Candidate must demonstrate the ability to review documents for accuracy completeness and compliance with established procedures.
• Experience using PowerPoint Microsoft Windows Word Excel and Outlook.
• Candidate must possess ability to keyboard at 35 words per minute.
• Candidate must possess the ability to read and comprehend instructions correspondence and department policies and procedures.
• Candidate must possess the ability to effectively communicate in one-on-one and small group situations to customers clients and other employees of the organization.
• Candidate must possess the ability to apply math concepts and calculations in the work environment.
• Candidate must have demonstrable skills in critical thinking and independent judgment.
• Candidate must be able to exercise discretion analytical skill judgment and personal accountability.
• Candidate must possess the ability to adapt to fast paced high volume and ever-changing work environment and be able to handle high stress situations.
• Candidate must adhere to strict confidentiality guidelines and appropriate release of information.
• Candidate must pass criminal background check prior to employment start date.
• Candidate must pass criminal background check prior to employment start date.

Licenses and Certifications

• Candidate must pass Human Services background checks. (Upon Hire Required)
• Driving is essential in this position.
• Candidate must have a valid Drivers License and Liability Insurance (Upon Hire Required)
• Candidate must pass a Motor Vehicle Record (MVR) evaluation and if hired will be subject to continuous monthly MVR monitoring throughout employment. Candidate must provide own transportation and be willing to travel as needed. (Required)
• Pre-employment substance screening is required for this position.
• This position is subject to a pre-employment drug screening. Employment is contingent upon successfully passing the screening in accordance with Weld County policy.

Our people are passionate about what they do and the difference they make in our community. If you are looking for an opportunity to be a part of a team that values collaboration innovation and dedication Weld County is the right fit for you.

This position is non-exempt from the minimum wage and overtime requirements of the Fair Labor Standards Act and is therefore eligible for overtime pay.

As an applicant for this position you should be aware of Senate Bill 19-085 the Equal Pay for Equal Work Act. The act requires employers to announce the pay range for job openings.

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Use the link below to get a closer look at the generous benefits offered:

County is an equal employment opportunity employer. We ensure that all employment practices are conducted without regard to race color religion sex national origin age disability status marital status sexual orientation gender identity or expression genetic information protected veteran status or any other protected status in accordance with federal state and local laws. Weld County pledges to uphold a work environment free from discrimination and harassment promoting fairness and dignity for all employees. We actively take affirmative action to comply with nondiscrimination policies and invite qualified individuals in need of reasonable accommodations to contact our Human Resources Department ator.