Internal Services Support Specialist

Internal Services Support Specialist

CLOSING DATE 01/13/2026 at 5:00 P.M.

2026 SALARY RANGE: $64154-$76127

GENERAL POSITION SUMMARY

The Internal Services Support Specialist is a customer-oriented position responsible for a variety of administrative duties in support of South Metro Fire Rescues Internal Services Division in a manner consistent with organizational values. This position will support several functions including the Deputy Chief Facilities and Construction Management. This position is the first point of contact for requests and inquiries requiring strong customer service orientation.

ESSENTIAL DUTIES AND RESPONSIBILITIES (The following statements are illustrative of the duties and responsibilities of the position and do not list every duty that may be required of the employee for this position. The District retains the right to change the duties and responsibilities of the position at any time without notice.)

Customer Service

Serves as the first point of contact for internal and external phone calls and email correspondence for the assigned functional areas of the Internal Services Division; provides information and assistance to customers; answers questions and provides information; resolves or escalates issues to appropriate personnel.

Administrative Duties

Provides a variety of administrative support functions to the Internal Services Division including the Deputy Chief of Internal Services the Facilities Director and the Capital Project and Construction Manager; monitors and redirects emails; orders and maintains department supplies; collects and distributes mail; organizes scans and files department documents.

Assists with coordination of various events secures rooms/locations; prepares invitations or notices for events; provides logistical support for events including preparing materials presentations refreshments set up and take down etc.

Assists with the coordination of various meetings including community sessions; prepares packets exhibits displays and other materials; attends meetings records minutes action items and resolutions.

Assists with preparation of the annual budget for assigned bureaus prepares quarterly and annual reports monitors budget expenditures.

Maintains documents and files; ensures compliance with records retention schedules.

Prepares purchase requisitions reconciles and processes credit card statements.

Provides administrative support for special projects and assignments including the accreditation process and the implementation of new technology tracks projects maintains schedules and deadlines.

Performs data entry of critical information compiles statistics and completes specialized reports.

Researches collects and compiles information from various sources for a variety of internal services functions; assists with collecting and preparing records reports and summaries.

Composes types and edits a variety of correspondence reports memoranda and other material; ensures accuracy and completeness.

Facilities

Acts as tenant liaison for Mineral Headquarters; serves as a point of contact for Facilities vendors and contractors.

Assists in the upkeep of the work order system; supports inventory and parts control; helps gather input and organize budget related paperwork.

Assists in maintaining Facilities document management.

Capital Projects/Construction Management

Serves as the initial point of contact for vendors general contractors (GCs) design professionals and code officials.

Prepares and publishes public notices for construction projects.

Prepares contract modifications and amendments.

Works with legal and general contracting representatives in preparing documents related to project design and delivery.

Prepares instructions to bidders and facilitates preconstruction meetings; assists in comparing evaluating and documenting requests for proposals (RFPs) and bid documents.

Manages documents and document submittals to Authorities Having Jurisdiction.

Assists in reconciling expenditures; logs and tracks transmittals pay requests and payments to general contractors in accordance with budgets and construction documents.

Assists in contract closeouts; organizes and files appropriate documents; ensures financial system records are up to date and accurate.

Performs back up to other Support Specialist positions as needed.

Performs other duties as assigned.

MINIMUM QUALIFICATIONS

EDUCATION EXPERIENCE LICENSES & CERTIFICATIONS (An equivalent combination of education training and experience that demonstrates the ability to perform the duties of the position is qualifying.)

Minimum of a High school Diploma or equivalent GED. An associates degree or additional training in Business Administration or related field is preferred.

Three (3) years of responsible administrative experience.

Possess and maintain a valid Colorado Drivers license with an acceptable driving record inaccordance with the SMFRs Driving Records Policy.

Must obtain CPR certification within one (1) year of hire.

NECESSARY KNOWLEDGE SKILLS AND ABILITIES

Ability to demonstrate strong customer service orientation.

Ability to manage multiple projects simultaneously respond to changing priorities work with frequent interruptions and adhere to deadlines in stressful situations.

Knowledge of and the ability to adhere to the Colorado Open Records Act (CORA).

Knowledge of principles practices and techniques of fire administration including record keeping billing record requests policy and procedure.

Ability to design coordinate and layout project materials for Bureau meetings and trainings.

Ability to provide clear concise verbal and/or written instructions to other employees and supervisors.

Ability to maintain collaborative relationships with SMFR personnel with the express purpose of aiding and increasing efficiency.

Skill in verbal and written communication and the ability to comprehend broad

and complicated conceptual ideas or strategies and implement such ideas or strategies.

Ability to prepare clear concise and accurate reports correspondence and other written materials.

Ability to work independently and set priorities.

Ability to interact well with a diverse population with outstanding interpersonal and communication skills.

Ability to work with confidential and sensitive information and exercise discretion and judgment on sharing such information.

Knowledge of current versions of SMFRs hardware and a variety of software applications including Microsoft Dynamics 365 to accurately enter track and maintain purchasing information.

Knowledge of business principles and office practices and procedures including business writing and mathematics report and correspondence development records management; and basic bookkeeping.

Knowledge of modern office practices and procedures.

SUPERVISION RECEIVED:

Works under the general supervision of the Deputy Chief Internal Services.

SUPERVISION EXERCISED:

None.

EQUIPMENT AND SYSTEMS

Requires frequent use of personal computers including various software packages databases and spreadsheet programs telephones mobile computers copy machines and other general office equipment.

PHYSICAL DEMANDS

While performing the duties of this job the employee is regularly in a sedentary position. The employee may also be required to perform climbing balancing stooping kneeling crouching crawling reaching standing walking pushing pulling lifting fingering grasping feeling talking hearing seeing and repetitive motions. Requires nimbleness of hands for typing and writing. May be required to lift up to 25 pounds.

WORK ENVIRONMENT AND GENERAL INFORMATION

While performing the duties of this job the employee primarily works in a climate-controlled office environment.

The noise level in the work environment is usually moderate.

Benefits

South Metro Fire Rescues compensation philosophy is centered on attracting and retaining a highly skilled and motivated workforce. We believe a competitive compensation and benefit package is the key to securing the talent necessary to drive SMFRs success. All regular full time employees enjoy competitive and equitable base pay generous leave accruals medical dental and vision insurance retiree health savings death and disability benefits and employee paid retirement contributions. Additionally SMFR offers a robust fitness and wellness program and professional development opportunities to foster professional growth and employee wellbeing. Our commitment to being an employer of choice underscores our dedication to creating a positive culture where individuals are empowered to reach their full potential.

Required Experience:

IC