Business Support III (Arts & Culture)

City of Fort Collins•Fort Collins, CO

9d•Onsite

About The Position

Provides department-wide business, administrative, and operational support for the City of Fort Collins Arts & Culture Department. Arts & Culture encompasses nationally recognized performing arts venues, an award-winning botanical garden, an interactive museum, public art initiatives, and community arts programming. Working across a diverse portfolio of facilities, programs, and services, this position helps coordinate the day-to-day administrative infrastructure that supports effective department operations and exceptional service to both internal and external stakeholders. Responsibilities span customer service and public-facing communication; correspondence and document preparation; records, database, and information management; meeting and office coordination; and the collection, compilation, and maintenance of operational reports, performance metrics, and other documentation supporting quarterly, annual, budgetary, and strategic reporting. The role may also assist with venue scheduling, tour requests, facility rental inquiries, and other administrative needs that support the department's programs, partnerships, events, and community services. As a central resource for department-wide business functions, the position supports contracts and agreements, purchasing, invoices and payments, P-card administration, journal entries, budget activities, gift and sponsorship documentation, in-kind donation reporting, and related financial tracking and processes. The role works collaboratively with staff throughout Arts & Culture and serves as a key liaison with City Finance, Human Resources, IT, and Purchasing to coordinate administrative needs, resolve issues, and support consistent processes across the department. In addition, the position serves as the department's primary HR Liaison, supporting employee onboarding and personnel-related administrative functions, and as the primary department contact for Colorado Open Records Act (CORA) requests. Note: This is an essential, on-site position. Remote work may be permitted on a case-by-case basis, consistent with City policy and operational needs. The position serves in a department-wide, floating capacity, providing support across the department's primary facilities, including The Lincoln Center, Fort Collins Museum of Discovery, The Gardens on Spring Creek, the Center for Creativity, 215 N. Mason Street, and other City facilities as required.

Requirements

Demonstrated cultural competence to effectively interact, work, and develop meaningful relationships with people of diverse identities, perspectives, and cultural backgrounds.
Strong learning orientation. Leverages all resources and is creative in ways of learning for self to continue adapting to changing issues and trends.
A desire and ability to understand the diverse needs of internal and external customers, and to create experiences and deliver services that exceed their expectations.
A desire and ability to utilize digital tools for organizational information, individual, and teamwork.
Ability to work with limited supervision and exercise independent judgment
Knowledge of principles of project management; ability to manage time, organize and prioritize work effectively
High level knowledge of standard office software, including word processing and databases, specifically Microsoft Office 365 programs such as Outlook, Word and Excel
Ability to operate more complex software for spreadsheet development
Effective oral and written communication; excellent grammar, proofreading and editing skills
Basic knowledge of accounting and financial concepts, purchasing, budget, and finance management
Ability to establish and maintain effective working relationships with stakeholder groups (e.g. citizens, customers, other agencies, City departments, staff).
Ability to take minutes as part of appointed Boards or informal internal committees or boards as assigned, including posting agendas and notices, meeting logistics, meeting minutes, and general group communications
High school diploma or general education degree (GED)
Minimum five years related experience; or equivalent combination of education and experience.
Valid driver’s license.

Nice To Haves

College degree or equivalent work experience.
Some positions may require functionally related certification or advanced degrees
College-level or technical course work in business, finance, marketing, communications, public relations, or office management

Responsibilities

Provides administrative and operational support, serving as the primary point of contact for internal and external customer inquiries and coordinating the flow of information, correspondence, documents, and electronic approvals. This may include monitoring site security/department entry access via security cameras or audio access.
Coordinates, administers, and monitors progress of department, division, and/or City processes, programs or projects.
Supports department projects by conducting research, compiling information, preparing reports, tracking milestones, documenting decisions, monitoring deliverables, and coordinating activities necessary for successful project implementation.
Coordinates business operations by maintaining records, files, databases, systems, reports, and other business information to support program administration, project tracking, and organizational effectiveness.
Composes and performs detailed editing of memos, letters, correspondences, documents, and reports.
Coordinates distribution of information, including DocuSign signatures, and provides assistance to employees, management and/or the general public.
May coordinate and schedule special events, department meetings, travel schedules and reservations.
Coordinates and oversees office functions and standard operating procedures.
Develops, compiles, and maintains files, records, reports, spreadsheets, and databases as requested.
Purchases and monitors consumption of office supplies and inventory.
Coordinates, administers and manages contracts and services (e.g. uniforms and office equipment).
Coordinates meetings, boards, commissions, committees, and public engagement activities by preparing agendas, recording minutes, distributing materials, and supporting meeting logistics, including occasional evening meetings.
Performs technical work associated with various business, financial, or budget processes within the department.
Maintains department equipment inventories, office systems, and operational resources to support efficient day-to-day operations.
Acts as liaison to other City offices.
May provide administrative support to a board or commissions, internal committees, and City Council ad-hoc committees including agendas and minutes, which may include some regular evening meetings.
May coordinates departmental financial and budget administration by assisting with the processing of financial transactions, maintaining financial records, monitoring budgets, expenditures, revenues, grants, and project budgets, reconciling accounts, preparing financial reports, and collaborating with the City's Accounting, Finance, Purchasing, and Budget offices to ensure accurate, timely, and policy-compliant financial operations.

Benefits

Medical, dental, vision (for self, spouse, domestic partner, children) – eligible on the 1st of the month following date of hire
Paid vacation, paid holidays, sick leave, and additional one-time bank of 40 PTO hours for new, full-time, Classified and Unclassified Management hires
Retirement + company contributions – after 6 month probation period and immediate vesting
Flexible spending: Medical expenses FSA, dependent FSA or both
Employee Assistance Program: counseling, legal, financial assistance
Life insurance, short-term and long-term disability
Wellness program, workout facilities
Employee/family onsite health clinic
Learning and development opportunities at all levels in the organization with opportunities for career mobility
Collaborative work environment