Business Specialist III - Investigations/Community & Professional Services

City of Lakewood • Lakewood, CO

10d • Onsite

About The Position

The City of Lakewood is dedicated to upholding City values to include: Performance Excellence, Leadership, Respect and Collaboration. Best fit candidates will demonstrate innovation, customer service, dedication, passion and engagement. All people, citizens and employees, will be treated with respect, relevance, and importance. The position supports the Division Chiefs with administrative tasks as assigned. The position also provides support for commanders, sergeants, and agents. The position serves as a focal point for inquiries and office operations for the Division Chiefs assigned. Essential Duties and Responsibilities Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion. Employees must be able to perform the essential duties of this job with or without reasonable accommodation. Acts as the point of contact for the assigned duties, answering calls, screening inquiries, researching questions, responding to, and directing callers to appropriate staff or department. Assists the Division Chiefs in performing various administrative functions including calendaring, electronic filing, and records management, making photocopies, delivering information, etc. Responsible for maintaining and scheduling maintenance of office machinery. Handles accounts receivable for the divisions. Ensuring all purchases are being billed to the correct accounts and assisting with month-end financial reporting as needed. Performs accounts payable/receivable functions for the division; prepares monthly credit card reconciliation; manages department’s contracts and purchase orders; enters vendor and sponsor information into software for tracking purposes. Coordinates overall travel and training requests for the Divisions. Acts as back up for support staff in other divisions. Assists with special projects and events as needed. Strictly maintains confidentiality while working with sensitive issues. Prepares memos of correspondence with internal or external stakeholders. Provides support for the Division Chiefs (typing, proofreading, and formatting documents). Establishes correspondence standards for the department and serves as a resource for other administrative staff in the areas of protocol and policy. Prepares agendas as needed and records minutes for staff and committee meetings, as assigned. Orders and maintains office supplies, acts as division(s) buyer. Must be able to interact with others in a positive manner Requires regular and reliable attendance. Maintains internal rosters to support operational and administrative functions.

Requirements

• Ability to deliver excellent customer service and work both independently and as a team member.
• Strong proofreading skills, attention to detail, and effective communication skills (grammar, verbal, and written).
• Demonstrated professionalism, tact, and diplomacy with staff, officials, and external customers, especially in challenging situations.
• Ability to manage time efficiently, handle interruptions, shifting priorities, and meet tight deadlines.
• Discretion and independent judgment, including maintaining confidentiality with sensitive issues.
• Proficiency in organizing, maintaining, and managing electronic and paper filing systems.
• Critical thinking and ownership of projects, following through to completion.
• Ability to coordinate meetings and events and efficiently organize assignments or projects.
• Basic knowledge of accounting principles, department policies, and mathematical skills for handling vouchers and statements.
• Ability to pass reference and background checks (including fingerprints) and a credit check required.
• Must be able to pass a pre-employment drug screen.
• High school diploma or equivalent required.
• Minimum of two years’ experience in an administrative or clerical position required.
• Data entry (10-key) experience required.
• Ability to keyboard at 60 wpm is preferred; data entry (10-key) experience required.

Nice To Haves

• Experience with a knowledge of legal terminology and documents, preferred.
• Experience in a police environment, preferred.
• Bi-lingual (Spanish speaker) is a desirable qualification.

Responsibilities

• Acts as the point of contact for the assigned duties, answering calls, screening inquiries, researching questions, responding to, and directing callers to appropriate staff or department.
• Assists the Division Chiefs in performing various administrative functions including calendaring, electronic filing, and records management, making photocopies, delivering information, etc.
• Responsible for maintaining and scheduling maintenance of office machinery.
• Handles accounts receivable for the divisions.
• Ensuring all purchases are being billed to the correct accounts and assisting with month-end financial reporting as needed.
• Performs accounts payable/receivable functions for the division; prepares monthly credit card reconciliation; manages department’s contracts and purchase orders; enters vendor and sponsor information into software for tracking purposes.
• Coordinates overall travel and training requests for the Divisions.
• Acts as back up for support staff in other divisions.
• Assists with special projects and events as needed.
• Strictly maintains confidentiality while working with sensitive issues.
• Prepares memos of correspondence with internal or external stakeholders.
• Provides support for the Division Chiefs (typing, proofreading, and formatting documents).
• Establishes correspondence standards for the department and serves as a resource for other administrative staff in the areas of protocol and policy.
• Prepares agendas as needed and records minutes for staff and committee meetings, as assigned.
• Orders and maintains office supplies, acts as division(s) buyer.
• Maintains internal rosters to support operational and administrative functions.

Benefits

• The City of Lakewood is a drug-free workplace that provides employment opportunities in compliance with all pertinent federal, state, and local laws.
• All Lakewood employees are expected to work and complete all tasks in a safe manner consistent with training, standard operating procedures, City or Department policies, and common sense.
• Working in a safe manner includes the use of personal protective equipment (PPE) and complying with all City and/or Department safety rules.
• Horseplay on-the-job is strictly forbidden.
• The failure to work in a safe manner, use PPE, follow standard operating procedure, or comply with a safety rule will result adverse employment consequences ranging from verbal discipline to termination from employment, including any applicable reduction in benefits under the Colorado Workers’ Compensation Act.
• Employees are also expected to encourage safe work practices by all co-employees, and to report any unsafe work practices immediately to a supervisor.
• The City of Lakewood celebrates diversity, equity and inclusion in all areas of our workforce.
• Accordingly, the city is committed to creating, nurturing and sustaining a diverse, equitable and inclusive culture, where differences drive innovative solutions to meet the needs of our community and employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED