Operations Specialist

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage and coordinate programs managed by the Business Services Team.
• Participates in and/or manages ongoing department projects. Assists staff with the research and development of special projects.
• Organizes projects and events for community members and volunteers performing outreach efforts to community members.
• Researches, compiles and analyzes data in support of department operations.
• Responsible for answering Public Works phone line and triage of customer inquiries/issues.
• Conduct purchasing of supplies, materials, equipment, and services for the department.
• Develop, oversee, maintain, and implement content and resources to streamline internal procedures, documentation, and policy guidance for department staff.
• Effective utilization of enterprise and other associated software systems.
• Provide technical support and/or administration of systems (CRM, Volunteer Management etc.).
• Execute ongoing evaluation of office operations to ensure that support functions are efficient, cost effective and provide a high level of service to the public and/or City staff.

ADDITIONAL RESPONSIBILITIES

• May act as a lead to other staff, as requested by supervisor.
• May assist in scheduling and coordinating work assignments for other staff and train temporary personnel.
• Teams and supports similar roles within other city departments, as needed to share resources and may backup essential operations.
• May serve and represent PW on a variety of initiatives including city-wide task forces or advisory groups.
• Other duties as assigned.

MINIMUM QUALIFICATIONS 

• PROFESSIONAL COMPETENCIES 
  • Flexible, able to deal with ambiguity – Can quickly adapt to changing circumstances and priorities, can objectivity understand different perspectives and adapt to changes made in support of city policy and department business needs.  Is able to adjust own processes and actions to achieve shared goals. Open minded to new ideas and methodologies.
  • Organized, Able to Prioritize – Under minimal direction, produces work that is highly accurate, complete, and timely.  Can proactively and effectively plan and execute work in a timely fashion and meet deadlines associated with staff needs, financial processes, project deadlines and program requirements.
  • Technical and Information Systems Acumen – Highly skilled and proficient at using a variety of software tools and functions, including administration/system configuration, generating reports, including spreadsheets, GIS and other data collection and analysis tools.  
  • Problem Solver – Frequent problem solving needed, of varying complexity under tight deadlines, ambiguity, and limited resources. Can effectively identify problems, pull together appropriate teammates and stakeholders to discuss issues, and collaborate respectfully to find resolutions that support city financial/policy guidance and the operational success of the departments. Can effectively partner with teammates and internal customers to work towards shared solutions.  
  • Strong Written and Oral Communication - Speaking or writing to communicate ideas. Actively listens to concerns and is open to the ideas of colleagues and customers. Ability to communicate tactfully and effectively with the public and coworkers, with excellent customer service skills.
• Ability to work independently with minimal supervision.
• Skills to assume responsibility; to prioritize and resolve problems.
• Ability to work effectively as a member and leader of formal and informal teams.
• Ability to understand the interests and concerns of others and is able and willing to share and receive information and feedback.
• Skills in verbal and written communication including the ability to communicate effectively.
• Ability to establish and maintain working relationships with individuals at all levels in the organization.
• Ability to demonstrate skill in being a strong team player with resiliency and flexibility to support changing work priorities.
• Skilled in and experience with project management and variables involved including time, resources, requirements, and responding to unexpected events.

PREFERRED QUALIFICATIONS

• Bachelor’s degree or equivalent experience.
• Knowledge of and experience in Event coordination.
• Bilingual Spanish and English 
• Knowledge of and experience in Program support/management
• Knowledge of and experience in Meeting facilitation and experience presenting to a group
• Skill in performing high level office administration and/or financial support tasks

REQUIRED EDUCATION AND EXPERIENCE 

• Minimum three years of experience in a role utilizing communication and organization skills.

SUPERVISION

Supervision Received: Business Services Supervisor

Supervision Exercised:  None

WORKING CONDITIONS AND REQUIREMENTS    

• Physical and Mental Effort:  Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person.  Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment.  Ability to lift and carry up to 20 lbs.  Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting.  Work may include extended periods of time viewing a computer video monitor and/ or operating a keyboard.  Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions.  
• Work Environment:  Works primarily in a clean, comfortable environment.  Works in a setting subject to continuous interruptions and background noises.  
• Machines and Equipment Used:  Frequently uses standard office equipment including computers, telephones, calculators and copy/fax machines.