Business Specialist III - Community Resources Administration

JOB
HIRING RANGE: $29.40 - $32.67/hourThis position provides administrative support to the six divisions within the Community Resources Department. This includes utility billing, reporting, financial processes including vouchers, purchase requisitions and contracts, customer service and training, internal and external communication, research, organizational assistance, and other administrative duties. This position also provides backup support and coverage to the Community Resources front desk. The Business Specialist is a member of the Administrative and Community Relations Division supporting overall department operations.The Business Specialist III (Community Resources) is responsible for providing the following support to the Department in either a primary or support capacity: Assists with utility services for parks and city buildings. Monitors billings and payment, tracks utility usage histories, provides graphic analysis of utility use and produces quarterly reports comparing past year usage. Identifies any utility use anomalies or potential area of utility conservation. Uploads information to software system and maintains a good relationship with utilities customer representatives on rebates, utility costs, and energy opportunities.Monitors the CR Invoices shared email and processes invoices and utility payment requests for department staff, along with requisition/purchase orders in the City’s financial software system. Processes monthly p-card transactions for the administrative team and ensures compliance with city procedures. Processes and tracks background checks for volunteers and contractors working closely with Human Resources.Processes Drone Use Applications, Donation Requests, and Community & Special Event Applications., coordinating with internal staff and applicants on special event and rental permitting logistics and payment processing.Serves as the Department Travel Coordinator. Coordinates, organizes, reconciles, facilitates and leads the travel authorization, pre-approval, reconciliation and funds disbursement process for Community Resources staff.Supports contract administration including assigning contract numbers, notarizing, gathering necessary documentation, preparing initial drafts of routine contracts, loading to Adobe Sign, tracking contract progress, obtaining necessary approvals and signatures to ensure a seamless internal contract process.Supports coverage of the Community Resources front desk operations and phones and assists residents and nonresidents with “Go Live” registrations for programs, classes, and camps throughout the year including events such as the Annual Tree Sale. Processes refunds, cancellations, resets passwords, reserves park shelters and Stonehouse rentals, and camping sites at Bear Creek Lake Park.Processes End of Day reports for CR front desk cash drawer daily and works closely with Finance Department on monthly charges for all facilities, organizing information by facility to ensure seamless journal entry process. Serves as a system liaison supporting activity registration software, providing reporting, and troubleshooting issues for both internal and external customers. Supports department grant administration and project budget tracking and invoicing as needed.Aids with department’s records retention including archiving documents, manuals, plans, and maps and preparing documents for importing into archiving system. Trains department staff on the use of electronic records systems.Serves as a team member to develop staff training such as DEIA, customer service, call takers, Lakewood Learns Training Committee, etc.Other duties as assigned.Reporting RelationshipsSupervision Received: Business Specialist SupervisorSupervision Exercised: NoneKnowledge, Skills and Abilities (list 7-10 knowledge, skills and/or abilities required for this position)Strong customer service background.Ability to respond accurately and professionally to internal and external customers.Excellent verbal and written communication skills to include appropriate use of grammar, proofreading and strong attention to detail.Ability to build and maintain exceptional interpersonal relationships both within and outside the organization.Ability to work independently and collaboratively in a team environment as a team player.Ability to manage shifting priorities and simultaneous assignments.Ability to demonstrate excellent organizational and time management skills Ability to learn and maintain knowledge of numerous programs and activities offered by the City of Lakewood.Ability to use discretion and independent judgment.Bi-lingual ability (Spanish) is a preferred and would be a benefit in this role.Background check is required.Technology SkillsKnowledge with Microsoft Office applications.Strong technology skills and the ability to adapt to software systems preferred.Data input, document scanning and archiving experience.Education and ExperienceEducation: High School Diploma or equivalent.Experience: Three years of responsible administrative experience; extensive experience with Microsoft suite and working within software systems, as well as proofreading skills and strong attention to detail; prefer experience providing support for a large number of people (preferably in the public sector) acting as a team player as well as independently. Certification/Licenses/Specialized TrainingAbility to obtain Notary designation and adhere to requirements.Working Conditions and Physical RequirementsMust successfully complete and maintain required state or departmental physical standards and certifications.LIGHT WORK: Exerting up to 30 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for Light Work.Physical DemandsBend or position self to move items from higher place to lower place or vice versaSit, stand or be stationaryTalk, hear, converse, communicate, or exchange informationUse of hands and/or fingers in a repetitive motion to handle, pinch, grasp, move, feel, inspect, etc.Walk, ascend, descend on both even and uneven terrainVision to include distance, depth perception, peripheral and colorEnvironmental Conditions may includeOffice settingsPhysical Requirements – No Physical NeededLift, carry, push, pull, move, or positions from all levels up to 30 lbs with or without assistanceThe City of Lakewood is a drug-free workplace that provides employment opportunities in compliance with all pertinent federal, state, and local laws. All Lakewood employees are expected to work and complete all tasks in a safe manner consistent with training, standard operating procedures, City or Department policies, and common sense. Working in a safe manner includes the use of personal protective equipment (PPE) and complying with all City and/or Department safety rules. Horseplay on-the-job is strictly forbidden. The failure to work in a safe manner, use PPE, follow standard operating procedure, or comply with a safety rule will result adverse employment consequences ranging from verbal discipline to termination from employment, including any applicable reduction in benefits under the Colorado Workers’ Compensation Act. Employees are also expected to encourage safe work practices by all co-employees, and to report any unsafe work practices immediately to a supervisor. The City of Lakewood celebrates diversity, equity and inclusion in all areas of our workforce. Accordingly, the city is committed to creating, nurturing and sustaining a diverse, equitable and inclusive culture, where differences drive innovative solutions to meet the needs of our community and employees. Background and reference checks will be conducted for all regular and some variable/seasonal positions.