Operations Coordinator

It's a great time to join the City of BoulderApplication Deadline:May 19, 2024Hiring Range:22.44 - 32.54This is a full-time hourly position.Scheduled Weekly Hours:40Benefit Eligibility Group:Non Union (30+ Hours)Locate the Benefit Eligibility Group value on the Employee Benefit Eligibility document to identify the benefits offered for this job.Job Description Summary:The Business Services Team provides support to the Parks & Recreation Department through administrative services, financial management, information resources, business planning and project management. This position is an integral part of the Business Services team and provides customer service and administrative support, human resource coordination, project management and process improvement, accounting, and other financial transactional services on behalf of the department.Job Description:ESSENTIAL DUTIES AND RESPONSIBILITIESUnder general supervision, participates as a member of a team to provide excellent customer service and coordinate administrative, financial, and technical support. With a strong attention to detail, performs financial transactions and provides a variety of administrative and accounting support functions to process and maintain accurate information and records. Supports Parks & Recreation seasonal and temporary recruitment efforts. Successfully communicates and upholds City and Departmental policies, procedures, and financial guidelines. Identifies and analyzes problems as well as helps to develop solutions to facilitate process improvement and streamline procedures. Effectively delivers exemplary customer service to both internal and external customers by demonstrating consistent and professional service with a solution-oriented approach. Works in a collaborative manner to foster teamwork with Parks & Recreation service areas and other city departments.Customer Service and Administrative SupportProvides customer service and administrative support to the public and department. This may include, but is not limited to the following:Oversees implementation and maintenance of administrative systems and procedures specific to departmental functions to ensure that business practices are effective and provide a high level of service to customers.Assists in developing methods for improving department services, updating, and reviewing department policies and procedures, and special projects.Assist with training and/or conference registrations, travel accommodations, per diem requests, and management of department and/or staff professional agency membership renewals if/as necessary.Administers department programs and initiatives which may involve working with other city departments in developing and coordinating citywide programs.Purchasing, Accounts Payable and ReceivableThis may include, but is not limited to the following: Reviews requisition requests for adherence to the City of Boulder purchasing guidelines, policies, and appropriate account coding, then processes to create purchase orders and contracts. Initiates and monitors the approval process.Performs departmental contract administration for city-wide contracts and purchasing agreements.Assist department Purchasing Card Liaison with processing monthly purchasing card statements.Processes and audits invoices for payment through the city's financial management system in an accurate and timely manner following generally accepted accounting principles (GAAP) and approved procurement guidelines. Prepares bank deposits adhering to cash handling procedures, reconciles petty cash balances, and maintains accurate records and required documentation.Records departmental revenue by generating financial export reports from recreation management software systems, importing data files into the financial management system, and recording uploads into the deposit log application.Analyzes workflow processes, generates reporting, and keeps precise records of vendor payments and monthly receivables for recreation services paid by various third-party customers. Human Resource SupportServe as a liaison between Parks & Recreation and the city's Payroll and Human Resource Departments regarding seasonal recruitment and hiring. Duties may include, but are not limited to the following:Coordinates recruiting efforts for the department which may include, but is not limited to; job fairs, assist with marketing and communication efforts, works with teams to organize a recruitment plan and networking with various institutions. Keep Human Resources informed of personnel projections, processes and/or actions.Develop training materials and train department staff on processes and systems to enhance onboarding and offboarding experiences to the department and city's expectations.Assists with the coordination of the department's internship program.Finance SupportPerforms daily financial and/or budgetary operations. This may include, but is not limited to the following:Interacts with the public, staff, and vendors to provide information, answer questions, and resolve issues associated with payments, reimbursements, revenue and/or expenditures. Conduct financial auditing and research that may include data collection, investigation, analysis, account reconciliation, report generation and presentation.Produces and manages detailed documents for budgetary tracking of projects and departmental funding.Coordinates with Finance regarding preferred accounting practices and policies. Educates and trains Parks & Recreation staff on policy directives.OtherMay serve and represent P&R on a variety of initiatives including city-wide task forces or matrix teams.Performs related duties as required to meet the needs of the city.Responsible for knowing and complying with all city and department policies, participating in professional trainings and development, and adhering to attendance and workplace attire policies.MINIMUM QUALIFICATIONSProficiency with Microsoft Office, especially proficient with Excel spreadsheets.Strong organizational skills and ability to follow up on issues.Ability to work independently under minimal supervision, including the ability to conduct research independently, perform analysis and provide recommendations.Completes work in a timely and consistent manner.Good verbal and written communication skills, including the ability to effectively establish and maintain working relationships with individuals at all levels in the organization and external vendors and customers. Ability to develop and maintain accurate records and filing systems.Have and maintain acceptable background information, including criminal conviction history PREFERRED QUALIFICATIONS Experience working in an administrative services, accounting, or financial role preferably in a municipal government setting.Employee recruitment and onboarding experience desired. Demonstrated ability to understand and apply basic accounting principles. Experience using databases. REQUIRED EDUCATION AND EXPERIENCE Associate's Degree in Business Administration, Accounting or related field, and a minimum of three (3) years of previous work experience performing high-level office administration and financial support tasks, or any equivalent combination of education and experience.Proficiency with Microsoft Office, especially proficient with Excel spreadsheets.SUPERVISION Supervision Received: Budget Analyst Senior - Business Services TeamSupervision Exercised: None WORKING CONDITIONS AND REQUIREMENTSPhysical and Mental Effort Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and/ or operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions.Work EnvironmentWorks primarily in a clean, comfortable environment. Works in a setting subject to continuous interruptions and background noises.Machines and Equipment UsedFrequently uses standard office equipment including personal computers, telephones, calculators, and copy/fax machines.Additional Job Description:Last Updated: November 2023The 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 statute. For individuals with disabilities who would like to request an accommodation, please send a request to HR@bouldercolorado.gov.