Business Support III (Operation Services)

Job Summary The Operation Services team is seeking a highly organized, customer-focused, and detail-oriented Business Support III professional to serve as a central resource for administrative, operational, financial, and project support across the department. This position plays a critical role in ensuring the smooth day-to-day operation of departmental functions while delivering exceptional customer service to employees, partners, and the public. The successful candidate will thrive in a fast-paced environment, balancing multiple priorities while maintaining a high level of accuracy and professionalism. In this role, you will oversee a wide variety of business support functions including management of the City's Motor Pool program serving more than 200 users, coordination of departmental communications, administration of invoices and financial transactions, meeting and event coordination, and support of recruitment and interview processes. You will serve as a key point of contact for departmental inquiries and will help ensure operational processes and procedures are followed consistently and efficiently across the division. This position also provides important financial and business operations support for the department, including understanding and working within City budget processes, account structures, and financial systems to ensure accurate coding, tracking, and processing of expenditures and revenues. The Business Support III will serve as a backup resource for billing functions supporting both the Fleet and Facilities divisions, helping to maintain continuity of operations and ensuring timely and accurate financial transactions. The position serves an important role in records management, maintaining departmental SharePoint and CityHub sites, supporting document digitization efforts, managing filing systems, and preparing reports and correspondence for leadership. The Business Support III collaborates closely with staff across Operation Services and other City departments, requiring strong communication skills, sound judgment, and the ability to build effective working relationships. In addition to day-to-day business support responsibilities, this role may lead or coordinate departmental projects and process improvement initiatives, bringing together stakeholders, tracking deliverables, and helping implement solutions that improve efficiency and customer service across the organization. The ability to manage competing priorities while maintaining attention to detail and driving projects forward will be important to success in this position. The ideal candidate is proactive, adaptable, and enjoys solving problems while supporting the success of others. Experience with financial administration, budget tracking, office management, customer service, technology troubleshooting, project coordination, process improvement, as well as intermediate or strong knowledge of Microsoft Word, Excel, and SharePoint will contribute to success in this role. Operation Services is seeking someone who is interested in growing with the position, building expertise across the department, and making a long-term commitment to supporting the essential services that keep our community running. If you enjoy variety in your work, take pride in providing exceptional service, and are looking for an opportunity to develop and grow your career over time, we encourage you to apply. Essential Duties and Responsibilities The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all inclusive. Provides responsive customer service to internal and external customers as the entry point for departmental inquiries. This may include monitoring site security/department entry access via security cameras or audio access. Coordinates, administers, and monitors progress of department, division, and/or City processes, programs or projects May compose and perform detailed editing of memos, letters, correspondences, documents, and reports Coordinates distribution of information, including DocuSign signatures, and provides assistance to employees, management and/or the general public May coordinate and schedule special events, department meetings, travel schedules and reservations Coordinates and oversees office functions and standard operating procedures Develops, compiles, and maintains files, records, reports, spreadsheets, and databases as requested Purchases and monitors consumption of office supplies and inventory. Coordinates, administers and manages contracts and services (e.g. uniforms and office equipment) Coordinates and administers special projects as assigned Conducts research, compiles and prepares records or reports Performs technical work associated with various business, financial, or budget processes within the department Acts as liaison to other City offices May provide administrative support to a board or commissions, internal committees, and City Council ad-hoc committees including agendas and minutes, which may include some regular evening meetings May conduct financial transactions, such as accounts payable, invoicing, cash reconciliation, journal entries, claims processing, purchase requisitions, or payroll. Management Responsibilities No