Operations Support Specialist II (Facilities Management - Real Property)

Job Summary

Performs varied advanced administrative, technical, and lead general assistance duties in support of Division operations. Work involves coordinating, preparing, and processing varied administrative documents such as payroll, budget, purchasing, etc.; preparing a variety of operational documents, forms, reports, records, and summaries; entering data and retrieving information from Division databases; and maintaining automated and manual files.

Essential Functions

• Coordinates and provides operational support to assist in the management of divisional operations, programs, and services.

• Coordinates the activities of assigned support, administrative, and office functions; reviews and processes a variety of internal and external reports, forms, invoices, contracts, and related documents; prepares related statistical summaries and narrative reports.

• Receives and responds to requests, inquiries, and complaints from the public, other jurisdictions, and other County Divisions, Departments, and sections; prepares and proofreads correspondence for format, accuracy, and completeness; coordinates activities with and provides information to outside contractors and service providers.

• Reviews and summarizes a variety of fiscal, statistical, and administrative information; prepares related reports and memoranda; develops and revises division forms and report formats, as well as report preparation procedures; develops, implements, and maintains a variety of file systems.

• Performs a variety of administrative duties for the Division including preparing and/or processing budget, purchasing, payroll and accounting documents; coordinates the preparation of budget development documents; tracks expenditures and revenues; and prepares budget amendments. Records and deposits monies received by the Division.

• Serves as liaison between assigned Division and support services Divisions, including Information Technology, Human Resources, Risk Management, and/or Procurement.

Provides support to hiring managers including monitoring vacancies, entering requisitions for vacancies, completing human resources-related forms, printing and reviewing applications, scheduling interviews, and assisting with divisional onboarding processes.

• Enters data into Division databases, to include information from administrative functions and operational/program activities.

• Establishes and maintains automated and manual records and files.

• Provide assistance and information to internal and external callers and visitors regarding the Division, its programs and services, and the administrative support functions; refer callers/visitors to appropriate staff as needed.

• Performs special projects as assigned.

• Order office supplies; make travel arrangements and reservations; and maintain calendars for management staff or conference rooms.

Minimum Qualifications

• Associate degree required.

• Three (3) years of related experience.

• Candidates without a degree should possess two (2) additional years of related experience.

• Fingerprinting required.

Supplemental information

• Salary offers above the minimum pay grade may be considered based on qualifications.

• Essential Employees may be required to work during an undeclared or declared emergency. The County's Administrative Office will determine who will be required to work on an incident-by-incident basis.

• This job posting is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position.