Business Services Coordinator

Are you an organized, detail-oriented professional with a passion for keeping things running smoothly? 

As Business Services Coordinator for Parks and Recreation, you’ll play a key role in supporting our department’s daily operations, ensuring efficiency, and providing excellent service to colleagues and the community.

In this role, you’ll handle a variety of administrative and technical tasks, from coordinating schedules and processing payroll to maintaining records and assisting with budget tracking. You’ll be the go-to person for ensuring seamless communication, problem-solving, and supporting department initiatives. 

If you thrive in a fast-paced environment, enjoy working with collaborative teams, and are ready to make an impact, we encourage you to apply!

• Oversee assignment of administrative support functions for the department or work unit, including training and directing work of part-time, temporary, or volunteer employees.
• Perform customer service functions such as greeting patrons, receiving, and securing payments, providing general information and direction to inquiries regarding policies and services, etc. 
• Provide routine administrative support through answering phones, distributing mail, ordering office supplies, monitoring and scheduling appointments and/or facilities, routing contracts for signatures, preparing reports, making copies, etc. 
• Maintain inventory of various supplies and equipment, including office supplies, staff uniforms, communication devices, tools, etc.
• Oversee and maintain files, records, databases, policy manuals, correspondence, and other documents.
• Assist in managing records disposal, in accordance with current standards.
• Draft and distribute written materials, including memoranda, correspondence, brochures, etc.; design and format forms, reports, and department/work unit procedures; compile statistical data.
• Coordinate department/work unit processes and services with various City and community entities to ensure coordination and alignment of activities.
• Provide administrative support to various committees, boards, and commissions, including preparing and distributing agenda packets, audio/visual technical assistance, recording and transcribing meeting minutes, etc.
• Coordinate and maintain safety meetings and materials.
• Perform data entry from various sources into department specific databases and web-based applications; process and prepare requests for information from various databases and applications; analyze various data points to provide accurate information to assist in various aspects of the department.
• Maintain department’s website and social media platforms according to City standards.
• Serve as the payroll coordinator by verifying accuracy of time sheets for department staff and generating reports.
• Coordinate various personnel functions, including tracking new hires, assisting with onboarding, processing hire paperwork and personnel forms, assisting with training modules, etc. 
• Monitor department budget by processing purchase orders, and coding and tracking invoices/journal entries; verify billing accuracy; perform various account reconciliations; prepare periodic budget reports; assist in annual budget preparation, auditing, and various accounting schedules; recommend cost saving measures.
• Perform department/work unit accounts receivable functions, including calculating and distributing monthly bills for services rendered, reconciling deposits, collections, tracking vendors and contracts, etc.
• Coordinate IT support and/or serve as dual factor authentication administrator. 
• Provide support to various programs and/or projects related to assigned department/work unit(s).
• Perform other duties, as assigned.

• Knowledge of general office principles, procedures, and practices, including data entry, record management, generating reports, etc.
• Skill in operating office equipment, using various computer software and databases, including Microsoft 365, and the ability to learn job-specific applications and equipment.
• Skill in communicating, in person and writing, with the proven ability to establish and maintain effective working relationship with diverse individuals.
• Skill in managing multiple projects with keen detail and accuracy, and the ability to prioritize tasks with shifting priorities and timeline demands.
• Skill in multitasking in a fast-paced environment, while providing effective customer service.
• Ability to problem-solve and resolve conflicts with facilitating outcomes while maintaining a calm demeanor.
• Ability to research, analyze, and prepare reports and document facts and actions.
• Ability to learn how to understand and interpret various contracts.
• Ability to learn how to assess various situations to determine appropriate actions.
• Ability to learn City and departmental policies, procedures, and practices, including the ability to interpret various local, state, and federal regulations, and standards.
• Ability to maintain and exhibit integrity and discretion in handling confidential and sensitive information.

• Position may require the ability to lift and maneuver 30 lbs. or less. 
• Work environment may involve exposure to grease, oil, and dusty conditions.
• Duties may involve significant contact with the public, other employees, and/or vendors.

• Any combination of education and experience equivalent to three (3) years of administrative support experience.
• Some departments may have additional requirements, such as : certifications, driver's license, and/or background checks.

Salary : $25 - $27