Business Operations Specialist I, II, III

Polk County•Winter Haven, FL

17h•$21 - $38•Onsite

About The Position

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 well-being. At the core of the mission of providing these services includes commitment to providing excellent customer service to our citizens, business partners, regulatory agencies, and other county divisions. The Business Operations Specialist performs administrative and operational support functions for Utilities 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.

Requirements

Graduation from an accredited high school or possession of an acceptable equivalency diploma.
A minimum of two (2) years of administrative, office, or assistant experience (for Specialist I).
A minimum of three – four (3-4) years of administrative, office, or assistant experience (for Specialist II).
A minimum of five (5) years of administrative, office, or assistant experience (for Specialist III).
Must have completion of FEMA IS-100 or ability to complete with in first 12 months of employment (for Specialist I).
Must have completion of FEMA IS-100 or ability to complete with in first 6 months of employment (for Specialist II).
Must have completion of FEMA IS-100 or ability to complete with in first 6 months of employment (for Specialist III).
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.
Skill in organizing and prioritizing multiple assignments.
Skill in preparing administrative documents, reports, and correspondence.
Skill in reviewing financial and administrative records for accuracy.
Skill in using Microsoft Office applications and maintaining electronic records and databases.
Ability to communicate effectively in written and verbal formats.
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 utilize Computerized Maintenance Management Systems (CMMS) and Customer Integration Systems (CIS).

Nice To Haves

Must have some coursework in Microsoft applications or ability to complete within first year of employment (for Specialist II).
Must have completed coursework in Microsoft applications or ability to complete within first year of employment (for Specialist III).

Responsibilities

Provides administrative support to departmental 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.
Prepares correspondence, reports, and administrative documentation for departmental operations.
Researches 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 expenditures 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.
Ensures 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.
Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job.
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 citizens.