Business Support Specialist III

Roaring Fork Transportation Authority•Glenwood Springs, CO

23h•Onsite

About The Position

Provides high-level administrative support to departmental management staff, acting as the team lead and primary administrator for business-specific software applications. This role oversees an administrative team and ensures efficient office operations by managing workflows, coordinating resources, and maintaining accurate records.

Requirements

High School Diploma or equivalent required.
Minimum of five years in administrative support required.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Valid Colorado Driver’s License required.

Nice To Haves

Associate’s Degree in Administrative Support or a related field preferred.
One year of supervisory experience preferred.
Basic Spanish proficiency is a plus.

Responsibilities

Manages all preparation of Board of Directors meetings, including end-to-end coordination, preparation, and publication of monthly board packets and materials.
Serves as Board Secretary Pro Tem to record minutes and handle official duties in the absence of the Board Secretary.
Develops and maintains a document management system for all official filings.
Acts as the lead liaison with the vendor to develop an enterprise-wide system, providing strategic direction on filing taxonomies, naming conventions, and structural standards.
Assists the executive team staff with administrative support as assigned.
Organizes, tracks, and processes vendor invoices and asset inventories.
Maintains balance sheets and monitors departmental budgets.
Tracks project, grant, and program expenses.
Ensures compliance by maintaining and updating project documentation.
Manages the security and organization of departmental files.
Coordinates management meetings, prepares agendas, and records minutes.
Oversees office supply inventories and orders necessary materials.
Develops and monitors staff and contractor inspection checklists.
Assists management in budget preparation by generating reports and reviewing costs.
Acts as the non-technical administrator of departmental software systems.
Conducts audits of business processes for accuracy and efficiency.
Assists in payroll reconciliation and staff purchase card expense tracking.
Develops and maintains regulatory documentation, ensuring compliance with legal and industry standards.
Liaises with external regulatory agencies for licensing, acquisitions, and compliance matters.
Serves as the primary point of contact for internal and external customer inquiries.
Collaborates with field and shop staff to document and implement inspection and inventory procedures.
Supports asset inspections and ensures timely resolution of maintenance or repair needs.
Plans and coordinates meetings, events, and stakeholder engagements.
Manages special projects and assignments independently.
Prepares and distributes correspondence, memos, and forms.
Responds to phone inquiries and directs them appropriately.
Performs other related duties as assigned.