Business Support III

City of Fort Collins•Fort Collins, CO

6d•Onsite

About The Position

The Business Support III is a full-time, on-site administrative and operational support professional in the City Manager’s Office. The role coordinates complex administrative functions, supports executive leadership, and helps ensure efficient daily business operations in a front-desk setting. Work includes calendar and meeting coordination, agenda and document preparation, records management, public and internal communications, procurement and financial tracking, administrative support for City Council, and assistance with special projects and initiatives. The position calls for exceptional organization, attention to detail, discretion, customer service, and the ability to balance competing priorities and collaborate across the organization in a fast-paced environment. The position serves as a primary contact for internal and external inquiries and supports the flow of information, correspondence, documents, and electronic approvals. It coordinates office procedures, records, systems, supplies, equipment, contracts, and services; supports boards, commissions, committees, public engagement, and occasional evening meetings; and performs technical work related to business, financial, and budget processes. The role may also assist with financial transactions, budget monitoring, reconciliations, and financial reporting in collaboration with City finance offices. The position has no management responsibilities.

Requirements

High school diploma or GED.
At least five years of related experience, or an equivalent combination of education and experience.
Ability to work with limited supervision and exercise independent judgment.
Knowledge of project management principles and ability to manage time, organize, and prioritize work effectively.
High-level knowledge of standard office software, including Microsoft Office 365 programs such as Outlook, Word, and Excel.
Ability to operate more complex software for spreadsheet development.
Effective oral and written communication, including strong grammar, proofreading, and editing skills.
Basic knowledge of accounting and financial concepts, purchasing, budgeting, and finance management.
Ability to establish and maintain effective working relationships with citizens, customers, other agencies, City departments, and staff.
Ability to take meeting minutes and support appointed boards or informal committees, including posting agendas and notices, coordinating logistics, and handling minutes and group communications.

Nice To Haves

College degree or equivalent work experience.
College-level or technical coursework in business, finance, marketing, communications, public relations, or office management.
Functionally related certification or an advanced degree may be required for some positions.

Responsibilities

Serve as a primary contact for internal and external inquiries and coordinate information, correspondence, documents, and electronic approvals; this may include monitoring entry access using security cameras or audio access.
Coordinate, administer, and monitor department, division, or City processes, programs, and projects.
Research and compile information; prepare reports; track project milestones and deliverables; document decisions; and coordinate project activities.
Maintain records, files, databases, systems, reports, and other business information.
Compose and edit memos, letters, correspondence, documents, and reports.
Coordinate information distribution, including DocuSign signatures, and assist employees, management, and the public.
Schedule special events, department meetings, and travel arrangements as needed.
Coordinate and oversee office functions and standard operating procedures.
Develop and maintain files, records, reports, spreadsheets, and databases.
Purchase and monitor office supplies and inventory; coordinate and manage contracts and services such as uniforms and office equipment.
Coordinate meetings, boards, commissions, committees, and public engagement activities, including agendas, minutes, materials, and meeting logistics; attend occasional evening meetings.
Perform technical work related to business, financial, or budget processes.
Maintain department equipment inventories, office systems, and operational resources.
Act as a liaison to other City offices.
Provide administrative support to boards, commissions, internal committees, and City Council ad-hoc committees, including agendas and minutes; some regular evening meetings may be involved.
Assist with financial transactions; maintain financial records; monitor budgets, expenditures, revenues, grants, and project budgets; reconcile accounts; prepare financial reports; and coordinate with City Accounting, Finance, Purchasing, and Budget offices.

Benefits

Medical, dental, and vision coverage for the employee and eligible family members, starting the first day of the month after hire.
Paid vacation, holidays, and sick leave.
One-time bank of 40 PTO hours for new full-time Classified and Unclassified Management hires.
Retirement plan with City contributions after a six-month probation period and immediate vesting.
Flexible spending accounts for medical expenses and dependent care.
Employee Assistance Program with counseling, legal, and financial assistance.
Life insurance and short- and long-term disability coverage.
Wellness program and workout facilities.
Onsite employee and family health clinic.
Learning and development opportunities and career mobility.