Business Operations Specialist- Career Ladder

Polk County•Winter Haven, FL

About The Position

The Business Operations Specialist performs administrative and operational support functions for the Utilities Division, coordinating departmental activities, maintaining administrative and fiscal records, and supporting procurement, contract, and personnel processes. The role researches and compiles information related to contracts, invoices, and budgets; maintains operational records; and assists leadership with administrative coordination. Work follows established policies, procedures, and regulatory requirements and requires independent judgment in organizing work and resolving routine administrative matters. The Utilities Division provides safe water and wastewater services to protect public health and safety and safeguard the environment, with a commitment to excellent customer service for residents, business partners, regulatory agencies, and other county divisions. The position reports to the Business Operations Supervisor. The role may be hired at Specialist I, II, or III level, with experience and training requirements varying by level. Employees must be able to perform the essential functions, with or without reasonable accommodation. All employees may be required to work before, during, or after an emergency and may temporarily be assigned duties, locations, or schedules outside their normal scope to meet county and resident needs.

Requirements

Graduation from an accredited high school or possession of an acceptable equivalency diploma.
Specialist I: At least two years of administrative, office, or assistant experience.
Specialist I: Completion of FEMA IS-100, or ability to complete it within the first 12 months of employment.
Specialist II: Three to four years of administrative, office, or assistant experience.
Specialist II: Some coursework in Microsoft applications, or ability to complete it within the first year of employment.
Specialist II: Completion of FEMA IS-100, or ability to complete it within the first six months of employment.
Specialist III: At least five years of administrative, office, or assistant experience.
Specialist III: Completed coursework in Microsoft applications, or ability to complete it within the first year of employment.
Specialist III: Completion of FEMA IS-100, or ability to complete it within the first six months of employment.
Knowledge of administrative practices, office procedures, and records management.
Knowledge of procurement processes, contract documentation, departmental administrative operations, applicable policies and procedures, and records retention requirements.
Ability to organize and prioritize multiple assignments; prepare administrative documents, reports, and correspondence; and review financial and administrative records for accuracy.
Ability to use Microsoft Office applications, maintain electronic records, and operate standard office equipment.
Ability to communicate effectively in writing and verbally, coordinate administrative activities, and maintain effective working relationships.
Ability to analyze information, prepare administrative reports, exercise sound judgment, and maintain confidentiality.
Ability to use CMMS and CIS.

Responsibilities

Provide administrative support to department leadership and operational units by coordinating daily activities and managing administrative processes.
Schedule meetings, manage calendars, and prepare agendas and supporting meeting materials.
Coordinate travel arrangements, including reservations, conference registrations, lodging, and itineraries.
Communicate with internal staff, other departments, and external partners to coordinate operational and administrative activities.
Respond to inquiries from employees, officials, and the public in accordance with departmental procedures.
Prepare correspondence, reports, and administrative documentation.
Research contractual, fiscal, and budgetary information using systems such as Oracle, OnBase, Conga Contracts, and related databases.
Review purchase orders, invoices, and financial documentation for accuracy and completeness.
Compile financial and administrative information to help management monitor expenditures and operational activities.
Maintain contract, procurement, fiscal, operational, and administrative records and databases.
Use Computerized Maintenance Management Systems (CMMS) and Customer Integration Systems (CIS) for operational recordkeeping.
Enter, update, and track administrative and fiscal data in departmental systems, ensuring records meet procedures and retention requirements.
Coordinate recruitment activities, including posting job requisitions, scheduling interviews, and preparing hiring documentation.
Assist with onboarding by coordinating access requests and administrative setup for new employees.
Maintain records of employee training, certifications, and compliance requirements.
Prepare employment-related correspondence and documentation for personnel actions.
Prepare procurement documentation, including sole source requests, AVS forms, emergency purchase requests, and check requests.
Track procurement requests and ensure required documentation and approvals are complete.
Coordinate facility service requests and communicate with contractors or internal departments as needed.
Provide administrative support for departmental projects, operational initiatives, and special assignments.
Compile administrative and operational reports for departmental review.
Support leadership with research and documentation related to operational planning and program activities.
Provide guidance on administrative procedures and departmental processes when needed.
Perform other related duties as assigned.
Work before, during, or after an emergency and, when temporarily assigned, perform duties outside the normal position scope, location, or schedule.