Business Operations Specialist- Career Ladder

Polk County Board of County Commissioners•Winter Haven, FL

About The Position

The Business Operations Specialist performs administrative and operational support functions for the Utilities Division. The role coordinates departmental activities, maintains administrative and fiscal records, and supports procurement, contract, and personnel processes. Duties include researching information related to contracts, invoices, and budgets; maintaining operational records; and assisting leadership with the administrative coordination needed for efficient operations. Work follows established policies, procedures, and regulatory requirements and requires independent judgment in organizing tasks and resolving routine administrative matters. The position reports to the Business Operations Supervisor. The Utilities Division provides safe water and wastewater services to protect public health and safety and safeguard the environment. The division is committed to providing excellent customer service to residents, business partners, regulatory agencies, and other county divisions. Employees may be required to work before, during, or after an emergency and may temporarily be assigned duties outside their normal scope, location, or work schedule to meet county and resident needs. This career ladder includes Business Operations Specialist I, II, and III. All levels require graduation from an accredited high school or an acceptable equivalency diploma. Specialist I requires at least two years of administrative, office, or assistant experience and completion of FEMA IS-100 or the ability to complete it within the first 12 months. Specialist II requires three to four years of such experience, some Microsoft applications coursework or the ability to complete it within the first year, and completion of FEMA IS-100 or the ability to complete it within the first six months. Specialist III requires at least five years of such experience, completed Microsoft applications coursework or the ability to complete it within the first year, and completion of FEMA IS-100 or the ability to complete it within the first six months.

Requirements

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

Responsibilities

Provide administrative support to department leadership and operational units by coordinating daily activities and administrative processes.
Schedule meetings, manage calendars, and prepare agendas and supporting meeting materials.
Coordinate travel arrangements, including reservations, conference registrations, lodging, and itineraries.
Coordinate administrative and operational activities with internal staff, other departments, and external partners.
Respond to inquiries from employees, officials, and the public in accordance with departmental procedures.
Prepare correspondence, reports, and other 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 assist management in monitoring expenditures and operational activities.
Maintain contract, procurement, fiscal, operational, and departmental records and databases.
Use CMMS and CIS to support operational recordkeeping; enter, update, and track administrative and fiscal data in departmental systems.
Maintain records in accordance with departmental procedures and applicable 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 documents, including sole source requests, AVS forms, emergency purchase requests, and check requests.
Track procurement requests and ensure required documentation and approvals are completed.
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 emergencies and, when temporarily assigned, perform duties outside the normal scope of the position, location, or work schedule.