$22.20 - $27.10
Job Description Summary:
Under general supervision, this position will provide administrative support to the Facilities & Fleet Department, which includes three separate divisions: Facilities, Fleet, and Radio Services. This position is an integral part of the department’s business services team, coordinating closely with the Department Financial Specialist, providing specialized program and project coordination, operational support, office management and excellent internal and external customer service that help make the city a better place for community members. This position is responsible for being a lead in working with outside vendors and communicating with team members across the department and city organization. This position is also a lead user of department databases and software programs in support of operations and trains other staff on proficiently using the systems.
Note: in accordance with city policy, this position will operate in a hybrid work environment – part-time on-site in city facilities, part-time from home, if desired. Full on-site work is also available.
Essential Duties & Responsibilities:
Demonstrates the ability to work with minimal supervision, to prioritize and resolve complex problems and to work under pressure. Performs specialized duties in support of the Facilities & Fleet Department’s daily operations in collaboration with other team members within the department and across the city organization. This may include the following:
Program and Project Coordination
Manage and coordinate programs within the Facilities & Fleet Department, including but not limited to: Building Access Control, Work Order/Service Requests, Uniform and Clothing Administration, City Council/Department Agenda Support, training coordination, meeting support, hiring support, and on-boarding and off-boarding of departmental staff.
- Manages program requests and needs; efficiently executes program goals and priorities; serves as central point of contact for program questions from Facilities & Fleet staff or other city departments.
- Effective utilization of enterprise and other associated software systems; provide technical support and/or administration of systems including but not limited to; maintenance management systems (work order system), Building Access Control support, Uniform Program Database, Agenda Management, Permitting, Learning Management System, Workday, Financial System (Munis), Smartsheet and Asset Management systems. May also research and compile data in support of department operations, using technologies.
- Organizes meetings and events for Facilities & Fleet staff.
- Participates in and/or manages ongoing departmental projects. Assists staff with the research and development of special projects.
The Facilities & Fleet Department provides complex and diverse essential services to the city organization. This position must possess a depth of understanding about those services, the associated software programs and systems, and distinct and specialized knowledge in the teams roles to support department operations.
- Research, compile and analyze data in support of department operations.
- Develop, oversee, maintain, and implement content and resources to streamline internal procedures, documentation, and policy guidance for department staff.
- Interpret and instruct on policies, procedures, and reports; assists employees with questions and implementation as needed.
- Execute ongoing evaluation of office operations to ensure that support functions are efficient, cost effective and provide a high level of service to the department and/or city staff; identifies and has discretion to implement related recommendations.
- Work collaboratively to develop and implement ongoing schedule for answering department phone lines and department email inbox; Possess specialized knowledge required for triage of customer issues/inquiries, and requests to appropriate staff.
- Conduct purchasing of supplies, materials, equipment, and services for the department, using discretion to ensure cost effectiveness, within budget, and compliance with policies. Responsible for assigning correct cost center codes to expenditures, ensuring correct expenditures against departmental budgets.
Things you will need to learn on the job:
- City-specific software, policies, and procedures
- Department-specific policies and procedures
- Department mission and services provided to the city organization and the community.
- May act as a lead to other staff, as requested by a supervisor. May assist in scheduling and coordinating work assignments for other staff and train temporary personnel.
- May serve and represent Facilities & Fleet on a variety of initiatives including city-wide task forces or advisory groups.
- Flexible, Able to Deal with Ambiguity – Can quickly adapt to changing circumstances and priorities, can objectively understand different perspectives and adapt to decisions made in a respectful and supportive manner in alignment with city policy and department business needs. Is able to adjust own processes and behaviors to achieve shared goals. Open minded to new ideas and methodologies.
- Organized, Able to Prioritize – Under minimal direction, produces work that is highly accurate, complete, and timely. Can proactively and effectively plan and execute work in a timely fashion and meet deadlines associated with staff needs, financial processes, project deadlines and program requirements.
- Technical and Information Systems Acumen – Highly skilled and proficient at using a variety of software tools and functions, including administration/system configuration, generating reports, including working within spreadsheets and other data collection and analysis tools. Able to perform focused work. Works with a high level of attention to detail.
- Strong Communicator, Listener – Can communicate (written and oral) effectively with a variety of audiences and teams. Can effectively support Facilities & Fleet staff on administrative tasks and guidelines. Actively listens to concerns and is open to the ideas of colleagues and customers. Ability to communicate tactfully and effectively with the public and coworkers, with excellent customer service skills.
- Problem Solver – Frequent problem solving needed, of varying complexity under tight deadlines, ambiguity, and limited resources. Can effectively identify problems, pull together appropriate teammates and stakeholders to discuss issues, and collaborate respectfully to find resolutions that support city financial/policy guidance and the operational success of the departments. Can effectively partner with teammates and internal customers to work towards shared solutions.
- A minimum of 3 years of experience in a role utilizing communication and organization skills.
- A minimum of an associate’s degree or equivalent experience.
- Ability to work independently with minimal supervision; to assume responsibility; to prioritize and resolve problems; and to complete tasks while working under pressure in a fast-paced environment.
- Ability to work effectively as a member and leader of formal and informal teams; understands the interests and concerns of others and is able and willing to share and receive information.
- Excellent verbal and written communication skills, including the ability to communicate effectively and to establish and maintain working relationships with individuals at all levels in the organization, and outside vendors.
- Acceptable background information, including criminal history, is required as well.
- Valid drivers' license and the ability to maintain an acceptable motor vehicle record.
- Bachelor’s degree or equivalent experience.
- Skill in performing high level office administration and/or financial support tasks or working directly for an executive preferably with municipal government functions and processes.
- Knowledge of and experience using various software programs including work order or access control databases.
- Knowledge of and experience in Event coordination
- Knowledge of and experience in Program support/management
- Knowledge of and experience in Meeting facilitation and experience presenting to a group.
Additional Job Description:
The City of Boulder is committed to a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected statue. For individuals with disabilities who would like to request an accommodation, please send a request to HR@bouldercolorado.gov.