Business Services Representative III

City of Greeley • Greeley, CO

2d • Onsite

About The Position

The Business Services Representative III reports to the Business Service Manager and plays a central role in managing day-to-day administrative operations, facilitating communication, and providing administrative and customer service support within the Culture, Parks, and Recreation Department’s Administration Division. This position supports key internal and external stakeholders, including interacting with the public in person, virtually, by phone, and by mail to resolve issues. The role serves as a departmental representative requiring strong communication, customer service, and technical skills to address a wide range of daily needs across multiple platforms and systems, and provides backup support to the Business Service Manager. Primary responsibilities include financial and administrative functions, advisory board communications, customer service, and operational support for stakeholders, with a primary focus on supporting the Recreation Division.

Requirements

• Associate's degree (two-year degree) or certification program of comparable length.
• 3-5 years’ increasingly responsible administrative support experience.
• OR any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job.
• Possession of a valid driver’s license.
• Knowledge of the business and organizational structure of Colorado municipalities.
• 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 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 prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments.
• 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 self-start and take initiative in completing daily tasks and special projects.
• Ability to focus on activities that have the greatest impact on meeting work commitments.
• Ability to establish and maintain partnerships with a variety of internal and external constituencies.
• Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages.
• 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 to maintain consistency and be detail-oriented.
• Ability to interpret and apply complex rules and regulations.
• Ability to represent the department and the City in a positive and professional manner.
• Ability to build trust and maintain harmonious and respectful working relationships with those contacted in the course of work.
• 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.).
• Ability to effectively use and learn department systems and software, including Oracle, Amilia, Microsoft 365, and other tools used to support City operations.

Nice To Haves

• English/Spanish bilingual skills preferred, but not required.

Responsibilities

• Financial Responsibilities: Process division payments using Oracle, including reimbursement and non-PO pay requests.
• Refunds and Reimbursements: Process Parks and Recreation refunds through Amilia; enter deposits in Teller; manage Farmers Market vendor reimbursements.
• Assistance Programs: Assist with processing Recreation Youth, Senior, and Adaptive Scholarship/Assistance Programs; approve applications, notify applicants, and enter and track usage in Amilia.
• Revenue Deposits: Count daily facility revenue and balance to Amilia revenue reports; prepare bank deposits and revenue accounting forms for facilities including FunPlex, Recreation Center, Ice Haus, Active Adult Center, Rodarte Center, Greeley History Museum, Centennial Village, and outdoor pools.
• Records and Supplies: Maintain files of reports, deposit slips, and cash journals; order supplies such as deposit bags and deposit slips.
• Recreation Support: Order office and miscellaneous supplies; review and edit Oracle Visa transactions.
• Customer Service: Provide quality customer service to internal and external customers; communicate efficiently via face-to-face, phone, and email interactions; foster positive relationships with City staff, community partners, and organizations.
• Technology and Risk Management: Utilize software systems such as Amilia, Microsoft Office, and Oracle effectively and consistently.
• System Support: Answer questions, pull reports, and provide instruction in Amilia; provide answers and assistance to the public, other City departments, and CPRD staff; assist front desk staff with questions, training, and supporting customers during peak times.
• Accounts Payable/Receivable and Procurement: Track, monitor, and pay departmental invoices; support AP/AR and procurement for associated divisions, including paying invoices via PO, Non-PO, or Visa; process change orders and contract amendments; coordinate deliveries and vendor orders in alignment with Purchasing and department standards.
• Audit and Compliance Support: Audit files and support consistent, accurate recordkeeping.
• Daily Tools: Use Microsoft Word, Excel, Outlook, Community Plus, Adobe, Amilia, Oracle, and Microsoft 365 on a regular basis.
• Perform other duties as assigned.

Benefits

• The City offers a robust benefits package, including health and wellness, retirement savings, and discounted Greeley facilities access.
• This position is benefits eligible. Please view our benefits guide here.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees