Business Support Specialist II

City of Colorado Springs • Colorado Springs, CO

6d • Onsite

About The Position

The Business Support Specialist II provides program support in office and field settings for the Colorado Springs Fire Department’s Wildfire Mitigation Section. This special, at-will position is based at the Fire Department Complex in Colorado Springs and works 40 hours per week, Monday through Friday, 7:30 a.m. to 4:30 p.m., with some nights and weekends depending on department needs. Funding is re-evaluated every three years.

Office duties include providing clerical and customer service support, answering public calls and inquiries, registering participants in programs, scheduling appointments, managing staff calendars, tracking paperwork and reports, and assisting with grants, budgets, invoices, and code updates. The role also prepares signs, drafts and updates documents, supports project coordination, maintains website and program materials, and provides logistical and clerical assistance during wildfires.

Field duties include meeting with residents, homeowners associations, and tree contractors for onsite consultations, pre-frame inspections, and cost-share stipends; conducting curbside wildfire risk assessments; placing chipping and project signs; and photographing project work as needed. The role requires working in office and field environments, including extreme heat or cold and uneven terrain.

Requirements

• Equivalent to completion of twelfth grade (high school diploma or GED).
• Three years of full-time professional experience in a related field.
• Possess, or be able to obtain within 30 days of hire, and maintain a valid, non-probationary Colorado driver's license that is not subject to restrictions related to alcohol or drug violations or pending charges.
• Knowledge of standard office technology and intermediate to advanced knowledge of Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• Knowledge of proper English usage, spelling, punctuation, and grammar.
• Ability and commitment to provide excellent customer service.
• Ability to communicate clearly and concisely, verbally and in writing.
• Ability to follow verbal and written directions and work as part of a team.
• Ability to establish and maintain effective working relationships.
• Ability to manage multiple priorities and deadlines.
• Ability to produce detailed work with minimal errors.
• Ability to work in office and field settings, including extreme weather conditions such as heat and cold.
• Ability to safely operate assigned City vehicles.
• Ability to exert up to 10 pounds occasionally and walk on uneven terrain, steep slopes, and rocky conditions as needed.

Nice To Haves

• Experience managing multiple calendars or schedules using Microsoft Outlook.
• Specialized college-level coursework in natural resource management, fire science, forestry, or a related field.
• GIS experience.
• One or more years of customer service experience.
• One or more years of administrative support or related support experience.

Responsibilities

• Answer public phone calls and respond to inquiries for the Wildfire Mitigation Section.
• Register citizens for Wildfire Mitigation Section programs.
• Schedule staff appointments and help manage one to eight staff calendars.
• Track paperwork for chipping, stipends, grants, and related programs.
• Perform data entry and monthly report tracking for staff.
• Assist with grant tracking and reporting, budget data entry and reconciliation, and invoice processing and tracking.
• Track wildfire mitigation code updates and related items.
• Prepare signs for the Neighborhood Chipping Program.
• Draft memos and letters and update documents.
• Attend after-hours HOA and neighborhood meetings to help educate residents about wildfire risk and support Wildfire Mitigation Program Administrators.
• Support projects by creating maps, notifying contractors by email, and arranging meetings.
• Assist with updating the Wildfire Mitigation Section website.
• Manage and update program documents, ensuring content and formatting are correct; create new documents, newsletters, brochures, and flyers.
• Provide logistical and clerical support and communicate with the public during wildfires.
• Meet with citizens, HOAs, and tree contractors for onsite consultations, pre-frame inspections, and cost-share stipend matters, educating residents about wildfire risk and mitigation actions.
• Conduct curbside wildfire risk assessments and update the online risk map for citizens.
• Place chipping and project signs.
• Photograph project work for section tracking as needed.

Benefits

• The position is described as at-will and with benefits.
• Additional compensation may be available depending on position, assignment, or duties, including shift differential, pay differential, acting or lead pay, special assignment pay, hazard pay, longevity pay, cell phone allowance, uniform allowance, relocation, awards, standby, call out, compensatory time off, tuition, overtime, extra duty, incentive pay, holiday premium, proficiency pay, and vacation sell back.

What This Job Offers

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