Business Support III (Operation Services)
About the role
The Operation Services team is seeking a highly organized, customer-focused, and detail-oriented Business Support III professional to serve as a central resource for administrative, operational, financial, and project support across the department.
Responsibilities
- Provides responsive customer service to internal and external customers as the entry point for departmental inquiries.
- Coordinates, administers, and monitors progress of department, division, and/or City processes, programs or projects.
- Captures and edits memos, letters, correspondences, documents, and reports.
- Coordinates distribution of information, including DocuSign signatures, and provides assistance to employees, management and/or the general public.
- Coordinates and schedules special events, department meetings, travel schedules and reservations.
- 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 and administers special projects as assigned.
- Conducts research, compiles and prepares records or reports.
- Performs technical work associated with various business, financial, or budget processes within the department.
- Acts as liaison to other City offices.
- Provides 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.
- Conducts financial transactions, such as accounts payable, invoicing, cash reconciliation, journal entries, claims processing, purchase requisitions, or payroll.
- Manages competing priorities while maintaining attention to detail and driving projects forward.
Requirements
- High School Diploma or GED and or functionally related licenses or certificates.
- Minimum five years related experience; or equivalent combination of education and experience.
- A valid driver’s license.
Qualifications
- College degree or equivalent work experience.
- Some positions may require functionally related certification or advanced degrees.
- College-level or technical course work in business, finance, marketing, communications, public relations, or office management.
Skills
- Knowledge of principles of project management.
- Ability to work with limited supervision and exercise independent judgment.
- High level knowledge of standard office software, including word processing and databases, specifically Microsoft Office 365 programs such as Outlook, Word and Excel.
- 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.
Benefits
Medical, dental, vision (for self, spouse, domestic partner, children)
Paid vacation, paid holidays, sick leave, and additional one-time bank of 40 PTO hours for new, full-time, Classified and Unclassified Management hires
Retirement + company contributions – after 6 month probation period and immediate vesting
Flexible spending: Medical expenses FSA, dependent FSA or both
Employee Assistance Program: counseling, legal, financial assistance
Life insurance, short-term and long-term disability
Wellness program, workout facilities
Employee/family onsite health clinic
Learning and development opportunities at all levels in the organization with opportunities for career mobility
Collaborative work environment
Pay
$46,345.00 - 69,517.00 (Salaries are paid biweekly)
Schedule
Full-Time Regular