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Business Support Specialist III

4 months ago

Glenwood Springs, United States Roaring Fork Transportation Authority Full time
Company Name: Roaring Fork Transportation Authority (RFTA)

Title of Position: Business Support Specialist III (IT Department)

Position Type: Full-Time, Non-Exempt

Location: Glenwood Springs, Colorado

Pay Range: Hiring/Starting pay range is $28.37 - $35.43/hourly, based on experience.

Benefits: Benefits include (but are not limited to): Paid time off, medical, dental, vision, and hearing insurance with FSA/HSA, short-term disability, long-term disability, life insurance, accidental death & dismemberment (AD&D), 401(a) and 457(b) retirement plans, EAP, ski pass, etc. For more detail -

Position Summary:

Provides administrative support to departmental management staff. Acts as the team lead and central point of contact and administrator for various business-specific software applications. Performs and leads an administrative team to support a variety of administrative, secretarial, and customer service duties for both the department and organization in general. Coordinates and organizes department office functions.

Essential Duties/Responsibilities:

The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive.
  • Organizes, tracks, and validates vendor invoices using standard office software.
  • Organizes, tracks, and maintains asset inventories using line-of-business software.
  • Maintains balance sheets and monitors budget for management staff.
  • Tracks progress and/or expenses of projects, grants, and programs.
  • Maintains and manages project and/or program documentation.
  • Organizes, manages, and maintains the security of departmental files.
  • Coordinates management meetings and takes minutes.
  • Manages office supply and other workspace productivity inventories.
  • Develops and tracks staff and/or contractor inspection check lists for completion and timeliness.
  • Assists management with development of budget by running standard reports and reviewing line-item cost details.
  • Client-side, non-technical administrator of line-of-business software systems for the department.
  • Develops and conducts audits of various business processes.
  • Acts as delegate for management staff to reconcile and track payroll processing.
  • Acts as delegate for management to reconcile staff purchase card expenses.
  • Develops, tracks and updates program and/or project-related regulatory documentation for compliance.
  • Works with 3rd party regulatory agencies for licensing, acquisition, and other tasks associated with regulatory bodies.
  • Liaises between customers (internal and/or external) and department staff to ensure any departmental requests such as service requests, customer feedback etc. are adequately addressed in a timely manner.
  • Works with shop and field crews to document and implement procedures for inspections, inventories and/or repairs.
  • Facilitates and/or assists with inspections related to asset programs. Initiates and/or escalates work with staff and/or contractors to ensure work is satisfactorily completed.
  • Coordinates events and/or meetings for a variety of purposes including stakeholder feedback, vendor relations and staff coordination.
  • Works independently to complete special projects or assignments.
  • Prepares and distributes correspondence, memos, and forms; coordinates schedules and department/RFTA meetings; communicates with internal employees, external vendors, board members, and members of the public.
  • Answers telephone and responds to questions and concerns, takes messages and/or refers callers to the appropriate person or persons.
  • Other duties as assigned.
Knowledge, Skills, and Abilities:
  • Adheres to and actively works towards personal, department, and organizational goals and performance standards
  • General knowledge of basic accounting, budget, and government financial practices
  • Ability to work harmoniously with others and abide by department code of conduct
  • Expert ability to maintain absolute confidentiality, which includes stating information only on a "need-to-know" basis and appropriately safeguarding sensitive information.
  • Expert ability to establish and to maintain positive and effective working relationships with all levels of employees within the RFTA organization, with vendor representatives, with subcontractors, with state and federal personnel, and with members of the public while consistently providing exemplary service and professionalism during all interactions.
  • Expert ability to manage time and workload, which includes planning, organizing, prioritizing, and following-through on a variety of tasks, assignments, projects, and reports.
  • Expert ability to perform a variety of detailed work in a timely and efficient manner by independently carrying out instructions.
  • Solid knowledge and understanding of RFTA or the ability to adapt to RFTA and to its culture within a short period of time.
  • Solid knowledge and understanding of state and federal procurement policies and practices.
  • Solid knowledge and understanding of state and federal grant application processes, practices, and procedures.
  • Solid ability to work with representatives of various state and federal agencies to ensure that RFTA complies with applicable guidelines, laws, practices, and procedures relative to procurement management.
  • Expert ability in the proficient use of Microsoft Word, Excel.
  • Solid ability to resolve problems and conflicts independently.
  • Solid ability to communicate with tact and diplomacy, both orally and in writing, in a professional manner and be a contributing member of a work team.
  • Solid computer knowledge and proficiency in word processing and spreadsheet software, as well as proficiency in email and internet use.
  • Solid knowledge of and fluency in the English language with a willingness to learn and to use basic Spanish in the workplace.
Qualifications:

Education:
  • High School Diploma or equivalent and secretarial/administrative courses are required. Associate's degree in administrative support or commensurate two-years of experience is required. Bachelor's degree in business administration or similar field of study preferred.
Experience:
  • Administrative experience required; minimum of five years as administrative support specialist is required. One-year supervisory experience is preferred.

Working Conditions:

Moderate physical activity required by handling objects up to fifty (50) pounds occasionally and/or up to twenty (20) pounds frequently.

Works in a normal office environment, typically Monday through Friday, but at other times as the needs of the program necessitate such and/or as requested.

Application Deadline/Closing Date

No deadline. Posting will remain open until position is filled.

How to Apply

Please apply via the RFTA website. This position, and all current open positions, are located here -

RFTA is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, age, protected veteran status, or any other characteristic protected by law.