Business Support III (Arts & Culture)

About the role

Provides department-wide business, administrative, and operational support for the City of Fort Collins Arts & Culture Department. Arts & Culture encompasses nationally recognized performing arts venues, an award-winning botanical garden, an interactive museum, public art initiatives, and community arts programming. Working across a diverse portfolio of facilities, programs, and services, this position helps coordinate the day-to-day administrative infrastructure that supports effective department operations and exceptional service to both internal and external stakeholders.

Responsibilities

• Provides administrative and operational support, serving as the primary point of contact for internal and external customer inquiries and coordinating the flow of information, correspondence, documents, and electronic approvals; may include monitoring site security/department entry access via security cameras or audio access.
• Coordinates, administers, and monitors progress of department, division, and/or City processes, programs or projects.
• Supports department projects by conducting research, compiling information, preparing reports, tracking milestones, documenting decisions, monitoring deliverables, and coordinating activities necessary for successful project implementation.
• Coordinates business operations by maintaining records, files, databases, systems, reports, and other business information to support program administration, project tracking, and organizational effectiveness.
• Composes and performs detailed editing of memos, letters, correspondences, documents, and reports.
• Coordinates distribution of information, including DocuSign signatures, and provides assistance to employees, management and/or the general public.
• May coordinate and schedule special events, department meetings, travel schedules and reservations.
• Coordinates and oversees office functions and standard operating procedures.
• Develops, compiles, and maintains files, records, reports, spreadsheets, and databases as requested.
• Purchases and monitors consumption of office supplies and inventory.
• Coordinates, administers and manages contracts and services (e.g., uniforms and office equipment).
• Coordinates meetings, boards, commissions, committees, and public engagement activities by preparing agendas, recording minutes, distributing materials, and supporting meeting logistics, including occasional evening meetings.
• Performs technical work associated with various business, financial, or budget processes within the department.
• Maintains department equipment inventories, office systems, and operational resources to support efficient day-to-day operations.
• Acts as liaison to other City offices.
• May provide administrative support to a board or commissions, internal committees, and City Council ad-hoc committees including agendas and minutes, which may include some regular evening meetings.
• Coordinates departmental financial and budget administration by assisting with the processing of financial transactions, maintaining financial records, monitoring budgets, expenditures, revenues, grants, and project budgets, reconciling accounts, preparing financial reports, and collaborating with the City's Accounting, Finance, Purchasing, and Budget offices to ensure accurate, timely, and policy-compliant financial operations.

Requirements

• High School Diploma or GED and/or functionally related licenses or certificates.
• College degree or equivalent work experience.
• Minimum five years related experience; or equivalent combination of education and experience.
• Valid driver’s license.

Knowledge, Skills and Abilities

• Ability to work with limited supervision and exercise independent judgment.
• Knowledge of principles of project management; ability to manage time, organize and prioritize work effectively.
• High level knowledge of standard office software, including word processing and databases, specifically Microsoft Office 365 programs such as Outlook, Word and Excel.
• Ability to operate more complex software for spreadsheet development.
• Effective oral and written communication; excellent grammar, proofreading and editing skills.
• Basic knowledge of accounting and financial concepts, purchasing, budget, and finance management.
• Ability to establish and maintain effective working relationships with stakeholder groups (e.g., citizens, customers, other agencies, City departments, staff).
• Ability to take minutes as part of appointed Boards or informal internal committees or boards as assigned, including posting agendas and notices, meeting logistics, meeting minutes, and general group communications.
• In Water: Ability to work in and knowledge of industrial facilities.