Business Services Coordinator

POSTING CLOSES 11:59PM, MST, 4/3/2024. PLEASE ENSURE YOUR APPLICATION IS COMPLETE IN ORDER TO BE CONSIDERED.

Take the next step in your career and join the Town of Erie as our Business Services Coordinator! Under the guidance and direction of the Business Services Supervisor, you'll perform high-level business support services and carry out the duties and activities necessary to help support our growing and evolving town.

Work includes accounts payable and receivable, administering programs and services, assisting with contract administration and procurement, and other high-level administrative tasks to include but not limited to data collection and reporting, maintaining accreditation standards, and records management. All staff are expected to adhere to the Town's mission, vision, and values of PRIDE.

ANTICIPATED WORK SCHEDULE:

Full-time (Monday-Friday shifts) 40 hours per week with some nights and weekends as needed. This position is eligible to work remotely up to one day per week dependent upon successful completion of the probationary period and supervisor approval. Schedule may vary depending on specific needs.

SUPERVISION EXERCISED:

This role provides leadership and oversight to all Department staff for areas of responsibility.

DUTIES AND RESPONSIBILITIES:

Coordinating Duties

• Analyze departmental organization and operating practices and makes recommendations for improved services and operational efficiencies
• Assist with project management of high-level administrative and interdepartmental projects
• Responsible for the development and implementation of incentive programs, including but not limited to, residential tree rebate and HOA cost-share agreements
• Issue permits, licenses, and other certifications for contractor licenses, tree work permits, etc.
• Communicate extensively with co-workers, supervisors, vendors and contractors to ensure smooth Department operations. Assist with public inquiries and route to the appropriate Department representative
• Serve as a subject matter expert in regard to financial and administrative operations of the Department
• Assist with contract administration for the Department to include accurately completing professional and general service agreements, including preparation and management for bidding, contracts and renewals, budget management, and internal cost allocations

Financial Duties

• Responsible for accurately processing Department accounts payable; compile, route for approval, and enter into budget tracking worksheets
• Assist with the management of the procurement process for capital purchases to include the development and administration of RFP's and RFQ's
• Assist with the development and management of the annual and supplemental personnel, operating and capital budget
• Process purchase order requests
• Assist with fleet & equipment budgeting, procurement, and management
• Work closely with the Finance Department on all pay-related transactions to ensure timely submission for pay dates, accurate completion, and follow-up as necessary

Administrative Duties

• Responsible for ensuring the Department's compliance with the Records Management Policy
• Track and report staff and volunteer hours to ensure ACA and labor law compliance
• Consult with other Town departments, working collaboratively to improve operational efficiency, develop policies, and implement initiatives
• Complete a wide range of high-level administrative tasks, including word processing, spreadsheets, data manipulation, preparation of complex documents, database administration, etc.
• Assist with the Department's CAPRA accreditation and annual reporting requirements
• Assist with Departmental asset management, including but not limited to, entering new assets into asset inventory system, initiating, and maintaining insurance requirements with the Town's Risk Manager, and ensuring information is accurate and up to date
• Demonstrate outstanding internal and external customer service by upholding PEAK (Professional, Exceptional, Accountable, Knowledgeable) standards
• Assist with the oversight and maintenance the Department's CAPRA accreditation

Town Wide Expectations/Duties

• Serve as a professional ambassador of the Town by maintaining a professional image, a team-based collaborative approach, and high ethical standards
• Interpret, communicate, and enforce all Department, Town, County, State and Federal policies and procedures within areas of program responsibility
• Complete all required safety trainings in a timely manner

Other/Miscellaneous

• Serve on Department or Town committees as assigned
• Communicate the organization's Mission, Vision, and Values to staff, volunteers, and key stakeholders
• May serve as the Business Services Supervisor in their absence
• Perform related work as required and assigned

MINIMUM QUALIFICATIONS

• Minimum two years of experience in parks and recreation, sports management, human resources, business administration or management, or accounting experience
• Bachelor's degree from an accredited college or university with major course work in parks and recreation, sports management, human resources, business administration or management, or accounting
• A combination of education and experience may be considered

CERTIFICATES/LICENSES/REGISTRATIONS

None.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

Knowledge of: To perform this job successfully, an individual must possess expert knowledge of the principles and practices applied in the operations, financing and budgeting, planning, design and maintenance, administration and supervision and direction of community-based parks and recreation for a growing and diverse population. To perform this job successfully, an individual must possess a strong working knowledge of office administration, applications and support principles and practices, policies, procedures, administrative functions, and demonstrate computer literacy. The ability to use Microsoft Office products, to work independently and effectively, follow complex oral/written instructions, perform a wide scope of duties, maintain confidentiality, and write reports, correspondence, and procedural manuals.

Skills in: Initiative and decision-making; verbal and written communication; directing and coordinating the activities and operations of multiple work teams; identifying and defining problems, collecting and interpreting data, establishing facts, drawing conclusions, analyzing and presenting reports; leadership and interpersonal relationships; financial methods of municipal parks and recreation; outstanding customer service to a diverse population; administrative functions; time management, responding to internal and external requests in a timely manner; use of standard office equipment, computers, and various software programs; positive andprofessional working relationships withall Town staff and the community; conflict resolution; handling controversial issues; comprehendinginstruction, correspondence,andpolicies and procedures; problem solving; remaining composed in emergency situationsand working effectively under stressfulcircumstances. Ability to get to various Town facilities during the workday, either with a personal or Town vehicle, for which a license is required, or other mode of transportation.

Environmental Factors:

Work will be performed in a general office environment, where the employee will be required to use a computer for most work tasks. Work will involve competing demands and it will be necessary to multitask. Visual requirements needed to perform job duties include being able to see and work on computer screens and printed materials. Phone calls, meetings, training, and communication will be frequent and require to ability to hear sufficiently. Traveling for work will involve visiting various Town facilities up to three times a week.

Physical Factors:

While performing the duties of this, the employee will sit or stand for up to 8 hours a day working at a desk and will spend a small amount of time traveling to other locations within the workplace (primarily to use restroom, attend meetings, take breaks, etc.). Time spent performing repetitive motion tasks, such as typing will amount to 8 hours a day. Grasping of objects will be limited to writing implements and general office supplies all weighing less than 5 pounds. The employee will rarely need to lift objects such as reams of paper and storage boxes weighing up to 20 pounds.

Town of Erie Benefits:

The Town of Erie offers a comprehensive benefit package and pays a major portion of the employee premium to make these benefits more affordable for you. Coverage of these benefits begin the 1st of the month following date of hire for benefited employees regularly working an average of 30 hours per week. Each year you will have the option of changing your elections through open enrollment.

Designated full time employees are eligible for the following benefits:

• Robust Medical, Dental and Vision plans including spouse, domestic partner and family coverage options
• Supplemental Accident, Critical Illness and Hospital Plans
• Voluntary Life/AD&D
• Employer paid Basic Life/AD&D
• Employer paid Short and Long Term Disability
• Diagnosis and infertility treatment options via Cigna plans
• Employer paid Employee Assistance Program
• Robust extended sick leave and family sick leave program
• Up to 48 hours of Colorado Sick Leave - 1 hour earned for every 30 hours worked in a pay period
• 3 Weeks of Paid Time Off (PTO) per year (increases with years of service)
• 40 hours of pre-loaded Paid Time Off (PTO) to each new employee upon hire
• Fifteen (15) Paid Holidays
• Twenty-Four (24) Hours of Paid Volunteer Leave
• Up to 12 weeks of paid Parental Leave for bonding with a new child
• Option to sell back PTO after two years of continuous employment
• 457 Retirement Plan, with a 5% employer match and immediate 100% vesting in your deferral contributions AND employer contributions
• Education reimbursement up to $2,000 per year
• Individual free membership to the Erie Community Center and steep discounts on couple or family memberships.
• Employer sponsored wellness program, including employee-based fitness classes
• Half-off charging at town-owned EV charging stations
• Pet Insurance
• Employee Discount Program through Benefits Hub
• Eligible for discount Dell Computer program
• Onsite/virtual trainings for growth and development opportunities

EEOC Statement:

The Town is dedicated to the principles of equal employment opportunity in any term, condition or privilege of employment. Applicants, employees and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history), veteran status, marital status or any other status protected by federal, state or local law. This prohibition includes unlawful harassment or discrimination based on any of these protected classes. Unlawful harassment includes verbal or physical conduct, which has the purpose or effect of substantially interfering with an individual's work performance or creating a severe, intimidating, hostile or offensive work environment. This provision applies to all employees, including directors, supervisors, co-workers, and non-employees such as residents, members of all boards and task force groups, contractors, vendors, consultants, etc.