Business Services Coordinator - Utilities

This is a highly responsible position responsible for coordinating all aspects of budget, payroll asset management, assessments and purchasing functions.  Work is performed under general direction of the Utilities Business Manager.

• Prepares the department's budget and capital improvement by performing data entry, compiling backup, and producing budget documents for submittal; monitors expenditures throughout fiscal year.

• Leads, motivates, directs, evaluates and supervises staff to include all aspects of purchasing.

• Collects and prepares operating reports, budget expenditures, accounts receivables and management reports.

• Provides analytical and administrative assistance in the development and implementation of efficient financial management systems and procedures that are in compliance with all applicable laws, rules and regulations.

• Serves as customer liaison in regard to assessments and other specialized billings.

• Coordinates the renewal of department licenses and permits.

• Serves as a liaison to vendors and responsible for preparation of monthly billing information.

• Prepares monthly, semi-annual and annual reports as applicable.

• Prepares trend analysis to assist with budget development and preparation.

• Prepares payroll calculations, entry and accruals.

• Secures quotes, processes purchase orders, requisitions, and payment authorizations in accordance with the City's Purchasing Policy.

• Utilizes knowledge of cost accounting, budgetary practices and principles in order to prepare and monitor departmental and capital improvement budgets for the purpose of allocating and managing City funds and resources.

• Oversees department's fixed assets.

• Coordinates monthly reconciliation of inventory.

• Develops and maintains standard operating procedures in accordance with established policies and protocols; provides training to appropriate support staff.

• Coordinates projects and special management studies.

• Utilizes knowledge of modern office practices and procedures in order to arrange internal and external meetings, schedule appointments, maintain calendar of scheduled meetings or events, and manage associated tasks to facilitate time management and productivity within the Department.

• Serves as department ICS liaison to Finance during major incidents.

• Serves as the department records liaison.

• Assists with the financial aspects of Developer Agreements.

• Assists with public outreach and educational efforts, including environmental protection to protect the City's water resources.

• Researches and recommends grant funding opportunities, including analyzing and preparing grant applications for funding to support various City projects and programs.

• Prepares and reviews legal documents, proposals, resolutions, RFPs, etc.

• Administration of City grants providing efficient and effective assurance that City grants are properly accounted for, including tracking and monitoring for compliance and adherence to standards.

• Develops, implements and oversees procurement processes for the department to ensure efficient and compliant purchases.

• Develops and conducts staff training on procurement, asset management, and budget coordination annually, developing necessary forms and training materials for staff reference to ensure efficient procurement and budget processing.

• Acts as department liaison with Procurement and Risk Departments.

• Responsible for the review of application and interviewing of potential new hires.

• Leads, motivates, directs and supervises staff in the absence of the Business Manager.

• Assignments may include evening or weekend work.

• Attends public meetings of various boards and committees.

• Responsible for reviewing and approving timesheets and overtime for assigned customer service staff in a timely manner.

(These essential job functions are not to be construed as a complete statement of all duties performed.  Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.)

• Knowledge and understanding of local government finance procedures, including budget and procurement.

• Advanced knowledge of principles of supervision, training and performance evaluation.

• Skilled in computer business and budget programs.

• Skilled in customer service with ability to communicate effectively, both in person and in writing.

• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

• Ability to effectively select, lead, motivate, train and direct staff.

• Ability to plan, organize, supervise and inspect the work of staff.

• Ability to work autonomously and self-motivate with minimal direction.

• Ability to read, analyze and interpret in English, general business periodicals, professional journals, technical procedures or government regulations.

• Ability to produce and maintain financial and statistical records/reports.

• Ability to research/analyze data and present findings in various report formats.

• Ability to prioritize and manage multiple work assignments with competing deadlines.

• Ability to plan, organize and use mature judgment in evaluating situations and making decisions in accordance with established policy.

• Ability to work in a team environment and to establish and maintain effective working relationships with employees, City officials, customers, vendors and the public.

Education and Experience:

• Bachelor of Science Degree from an accredited college or university in business or public administration, finance or related field.

• Three (3) years office management or progressively responsible administrative work.

• Two (2) years in a supervisory or lead capacity at the executive level.

(A comparable amount of relevant training, education and/or experience may be substituted for the above qualifications.)

Licenses and Certifications:

Possession of or ability to obtain a valid Florida driver's license by date of hire.