Business Services Representative II - CPRD

City of Greeley•Greeley, CO

2d•Onsite

About The Position

Under the direction of the Business Service Manager, the Business Service Representative II is vital to support the CPRD's Administration and Culture Division. This position is the central point of contact for visitors/customers to Administration area and assists with Department meetings and projects. The Business Service Representative II provides daily administrative functions for Culture, Public Art, and supports the Arts Commission and Museum Advisory Board.

Requirements

High School diploma or equivalent.
Two to Four (2-4) years of increasing administrative support/secretarial experience.
1-3 years customer service experience; 1-3 years administrative support experience;
Knowledge of Microsoft office;
Exceptional communication and organization skills;
Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job, AND Possession of a valid driver’s license.

Nice To Haves

Amilia and Oracle software experience.
Specialized training in a related program of less than 18 months duration.
Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal.
Computer skills, including the ability to utilize Microsoft Office programs (i.e., Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems.
Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others.
Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly.
Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings, and make decisions.
Ability to provide accountability of processes and tasks under the oversight of the Business Service Manager and in support of the other administrative team members.
Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness.
Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results.
Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed.
Ability to navigate a complex political environment.
Knowledge of department purchasing card bill paying, record keeping, filing systems, and procedures for reconciling.
Knowledge of business operations principles and best practices.
Knowledge of office management principles and best practices.
Proofreading, grammar, punctuation, and formatting skills, including the ability maintain consistency and be cognizant of and address details.
Represent the department and the City in a positive and professional manner.
Ability to handle and maintain sensitive and confidential material.
Ability to organize, plan, and execute logistics tied to meeting and/or event planning.
Ability to maintain accurate and detailed records and record keeping systems
Ability to prepare reports, briefings, and presentations in a variety of formats (e.g. verbal, written, visual, etc.).

Responsibilities

Creation of requisitions, purchase orders and request for payments.
Includes use of a City of Greeley credit card and performs Visa expense editing for Culture, Public Art and Administrative staff.
Manage contract routing and filing for the Director of CPRD.
Department contact for submitting Council agenda item requests and open records requests.
Supports Arts Commission and Museum Advisory Board with meeting scheduling, taking minutes, filing documents with City Clerk's office.
Support administration, filing, ordering, department meetings, organizing and maintaining supply closet.
Participate in department work programs and special projects including but not limited to the Christmas Party.
Event Planning for department, 3-6 events per year.
Administrative staff calendar management.
Other duties include ordering supplies, name tags, shipping and mailing, assisting with Department meetings, community meetings and special events.
Central point of contact for the CPRD Administration area.
Provide quality customer service by assisting customers and through receiving incoming phone calls.
Communicate efficiently and effectively to internal and external customers through face-to-face, phone and email interactions.
Foster and develop principled relationships with City staff, community partners and organizations.
Effectively utilize software systems such as Amilia, Microsoft office/Teams, and Oracle.