Business Operations Specialist- Career Ladder

Must be able to perform the essential functions of the position, with or without reasonable accommodation. Essential functions and job-related requirements, including physical and cognitive demands, are described below. This job description outlines the general scope of duties and responsibilities and is not intended to be an exhaustive list of all tasks that may be assigned.
The Utilities Division is responsible for public health and safety, as well as safeguarding the environment, by providing crucial safe water and wastewater services. This position is part of the team that provides services necessary for human health, economic stability, and overall societal wellbeing. At the core of the mission of providing these services includes commitment to providing excellent customer service to our residents, business partners, regulatory agencies, and other county divisions.

MAJOR FUNCTION
Performs administrative and operational support functions for the Utilities Division operations by coordinating departmental activities, maintaining administrative and fiscal records, and supporting procurement, contract, and personnel processes. Responsibilities include researching and compiling information related to contracts, invoices, and budgets; maintaining operational records; and assisting leadership with administrative coordination necessary to support efficient departmental operations. Work is performed in accordance with established policies, procedures, and regulatory requirements and requires the exercise of independent judgment in organizing tasks and resolving routine administrative matters. Reports to the Business Operations Supervisor.
 

ILLUSTRATIVE DUTIES
• Provides administrative support to department leadership and operational units by coordinating daily activities and managing administrative processes.
• Schedules meetings, manages calendars, and prepares meeting materials including agendas and supporting documentation.
• Coordinates travel arrangements including reservations, conference registrations, lodging, and itineraries.
• Communicates with internal staff, other departments, and external partners to coordinate
operational and administrative activities.
• Responds to inquiries from employees, officials, and the public, providing information in
accordance with departmental procedures.
• Prepare correspondence, reports, and administrative documentation for departmental
operations.
• Research contractual, fiscal, and budgetary information using systems such as Oracle, OnBase,
Conga Contracts, and related databases.
• Reviews purchase orders, invoices, and financial documentation to ensure accuracy and
completeness.
• Compiles financial and administrative information to assist management with monitoring
expenditure and operational activities.
• Maintains documentation related to contracts, procurement requests, and departmental fiscal
records.
• Maintains departmental records and administrative databases to ensure accurate
documentation of operational activities.
• Utilizes Computerized Maintenance Management Systems (CMMS) and Customer Integration
Systems (CIS) to support operational recordkeeping.
• Enters, updates, and tracks administrative and fiscal data within departmental systems.
• Ensure records are maintained in accordance with departmental procedures and applicable
retention requirements.
• Coordinates recruitment activities including posting job requisitions, scheduling interviews,
and preparing hiring documentation.
• Assists with onboarding processes by coordinating access requests and administrative setup
for new employees.
• Maintains records of employee training, certifications, and compliance requirements.
• Prepares employment-related correspondence and administrative documentation related to
personnel actions.
• Prepares procurement documentation including sole source requests, AVS forms, emergency
purchase requests, and check requests.
• Tracks procurement requests and ensures required documentation and approvals are
completed.
• Coordinates facility service requests and communicates with contractors or internal
departments as needed.
• Provides administrative support for departmental projects, operational initiatives, and special
assignments.
• Assists with compiling administrative and operational reports for departmental review.
• Supports leadership with research and documentation related to operational planning and program activities.
• Provides guidance on administrative procedures and departmental processes when needed.
• Performs other related duties as assigned.
• Knowledge of administrative practices, office procedures, and records management.
• Knowledge of procurement processes, contract documentation, and departmental administrative operations.
• Knowledge of applicable policies, procedures, and records retention requirements.
• Able to organize and prioritize multiple assignments.
• Able to prepare administrative documents, reports, and correspondence.
• Able to review financial and administrative records for accuracy.
• Able to use Microsoft Office applications and maintain electronic records and
• Able to communicate effectively in written and verbal formats.
• Able to coordinate administrative activities and maintain effective working relationships.
• Able to analyze information and prepare administrative reports.
• Able to exercise sound judgment and maintain confidentiality.
• Able to operate standard office equipment and utilize Computerized Maintenance Management Systems (CMMS) and Customer Integration Systems (CIS).

MINIMUM QUALIFICATIONS
• Graduation from an accredited high school or possession of an acceptable equivalency diploma.

BUSINESS OPERATIONS SPECIALIST I – Pay Grade 12
• A minimum of two (2) years of administrative, office, or assistant experience.
• Must have completion of FEMA IS-100 or ability to complete within first 12 months of employment.

BUSINESS OPERATIONS SPECIALIST II – Pay Grade 14
• A minimum of three – four (3-4) years of administrative, office, or assistant experience.
• Must have some coursework in Microsoft applications or ability to complete within first year of employment.
• Must have completion of FEMA IS-100 or ability to complete within first 6 months of employment.

BUSINESS OPERATIONS SPECIALIST III – Paygrade 16
• A minimum of five (5) years of administrative, office, or assistant experience.
• Must have completed coursework in Microsoft applications or ability to complete within first year of employment.
• Must have completion of FEMA IS-100 or ability to complete within first 6 months of employment.

All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the county and its residents.