Administrative Support Specialist - ALE Training and Response

Job Description

Job Description

Looking to make a difference in the lives of pets and people? With an almost year-round beautiful blue sky and a scenic mountain backdrop, HSPPR is a nonprofit animal shelter serving El Paso, Pueblo, and Douglas Counties as well as the City of Centennial in the colorful State of Colorado. We employ a total of 200+ employees. We are an organization that celebrates and prioritizes diversity and inclusion. HSPPR welcomes you to apply for this exciting opportunity at our socially conscious organization.

Job Summary

The Administrative Support Specialist provides critical administrative, logistical, and operational support to the Animal Law Enforcement (ALE) Training and Response Manager. This position ensures the smooth coordination of training programs, emergency preparedness activities, documentation, and communication across all ALE divisions, including support for the Community Animal Response Team (CART) and Special Operations Response Team (SORT).
This role is ideal for a detail-oriented professional who thrives in a dynamic environment, balancing administrative precision with mission-driven work supporting law enforcement and animal welfare operations.

Key Duties and Responsibilities

Training and Program Support

• Assist with scheduling and logistics for all ALE training programs, including the ALE Training Academy and continuing education.
• Track and maintain employee training records, certifications, and continuing education credits.
• Prepare rosters, course materials, and evaluation forms for all training sessions.
• Maintain and update the training calendar, distributing updates to staff and supervisors.
• Support development of training documentation, including SOP updates and curriculum materials.
• Assist in coordinating classroom space, equipment setup, and virtual training sessions.

Emergency Preparedness Support

• Provide administrative support for CART and SORT operations, including volunteer rosters, training records, and deployment documentation.
• Maintain inventory logs for trailers, equipment, and supplies; assist with scheduling maintenance and restocking.
• Track disaster readiness checklists and certification renewals for staff and volunteers.
• Support the Manager in documenting deployments, after-action reports, and FEMA or grant-related paperwork.
• Prepare and maintain MOUs, contact lists, and communication templates for emergency response partners.

Administrative and Operational Tasks

• Manage correspondence, scheduling, and record-keeping for the ALE Training and Preparedness programs.
• Prepare reports, data summaries, and dashboards for ALE leadership.
• Assist with event planning for ALE recognition, volunteer engagement, and outreach activities.
• Maintain organized electronic and hard-copy filing systems for training, preparedness, and compliance records.
• Assist in developing and tracking program budgets, purchase requests, and vendor invoices.
• Support internal communications, meeting agendas, and follow-up documentation.

Communication and Coordination

• Serve as a point of contact for training and CART/SORT volunteer inquiries.
• Coordinate with other HSPPR departments to ensure alignment of training, volunteer, and operational efforts.
• Provide timely updates to the Training and Preparedness Coordinator and ALE leadership regarding scheduling, documentation, and upcoming deadlines.

Other:

• Commitment to the mission, values, goals, and success of HSPPR.
• Perform all other duties as assigned.

Supervisory Duties

• None

Physical Demands

• Ability to sit, stand, and work at a computer for extended periods.
• Must be able to lift up to 25 pounds for equipment setup or supply organization.
• Regularly sits at computer station.
• Must be able to lift, push, and pull a minimum of forty pounds with reasonable accommodations.
• Must be able to be on feet for extended periods of time.
• Typically stands, bends, stoops and crouches.
• Consistently exposed to animals in the workplace and animal allergens under conditions with limited alternatives available.
• Regular exposure to animal environments, shared office spaces, and moderate noise.
• Periodically drives a HSPPR Vehicle to perform duties.

Schedule Requirements

• Primarily on-site; Monday–Friday, 8:00 AM–5:00 PM.
• May occasionally assist during training events or emergency activations outside normal hours.

Education/Experience Necessary

• High School Diploma or GED required; coursework or certification in office administration, project coordination, or public safety preferred.
• Prior completion of FEMA ICS courses (#100, #200, #300, #400, #700 and #800) or ability to obtain within 60 days of hire.
• Two (2) years of administrative, program coordination, or related experience required; experience in law enforcement, emergency management, or animal welfare preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and database systems (PowerDMS, Chameleon, SystemHub, or similar).
• Excellent written, verbal, and interpersonal communication skills.
• Detail-oriented with strong record-keeping and data entry accuracy.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Comfortable working in a team-oriented, fast-paced environment with changing priorities.
• Valid Colorado Driver's License and insurable driving record required.

The Humane Society of the Pikes Peak Region is a Public Service Loan Forgiveness qualified employer.  To learn more about this program, go to https://studentaid.ed.gov/sa/.

The core values of the staff unite us and guide us to provide the best service to the animals in our care, our organization, and our community.

Core Values Statements-

• Compassion: We believe that animals matter. We are committed to treating animals and people with kindness, respect and compassion.
• Stewardship: We are accountable and transparent in our actions and in the use of our resources to build trust in those we serve.
• Integrity: We believe we can make the greatest impact by staying true to our mission, always doing what is best for the animals and people of our community, and by standing united in our decisions.
• Excellence: We are passionate about our mission, and strive for excellence through continual learning, innovation and the development of our board, staff and volunteers.
• Collaboration: We seek strategic partnerships and alliances to advance the welfare and protection of animals and people.
• Service: We exist to serve our communities and operate with this commitment to serve as front and center in all we do.

As a condition of employment with HSPPR, you will be required to authorize HSPPR and ProScreening to conduct a background check before confirming an employment start date. The background check will include a criminal investigation, verification of citizenship/immigration status, and a motor vehicle record. By applying for this position, you acknowledge and agree that any offers of employment will be contingent upon completion of the background check to the satisfaction of HSPPR.

In consideration of any offers of employment made as a result of your interest in this position, by applying for this position, you hereby waive any and all claims that you may have against HSPPR for invasion of privacy in respect to drug testing and background checks as listed above.

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