Business Services Administrative Coordinator

FLSA Exemption Status

Summary

This is professional work performing administrative, fiscal and supervisory duties and maintaining administrative, financial and organizational strategies for the operational divisions. This position coordinates and reviews the work of assigned staff.

The single position allocated to this class reports to a designated supervisor and works under general supervision. Work in this class is distinguished from other classes by its administrative, fiscal and supervisory responsibilities.

Examples of Work

Essential Functions

• Regulates and administers the preparation, monitoring, and submittal of capital expenditures, personnel services, and operation and maintenance (O&M) budgets for the assigned service areas.

• Monitors budget activity to ensure accurate recording of transactions, resolves discrepancies with management, and manages deadlines for administrative and financial activities.

• Creates, analyzes, and distributes periodic budget and financial reports while overseeing purchasing card (PCard) processes and related documentation.

• Coordinates and oversees administrative, financial, risk management, information systems, organizational development, and communication strategies for operational areas.

• Ensures compliance with applicable federal, state, and local laws, regulations, organizational policies, and administrative procedures.

• Collaborates with internal departments and external organizations to improve operational efficiencies, service performance, regulatory compliance, and organizational effectiveness.

• Identifies and recommends process improvements, policy updates, organizational changes, and operational enhancements to support departmental goals.

• Performs complex, diversified, and highly confidential administrative work involving sensitive operational and organizational matters.

• Assists leadership with strategic planning initiatives, future operational direction, and monitoring administrative effectiveness for assigned service areas.

• May supervise assigned staff, conduct performance evaluations, recommend personnel actions including hiring and disciplinary measures, and maintains regular and continuous attendance.

Examples of Work (continued)

Non-Essential Functions:

Provides task assignment, back-up support and assistance to other administrative staff.

May act in the absence of supervisor.

Performs other related duties as assigned.

Education

High School Diploma or equivalent required.

A Bachelor's degree from an accredited college or university with major course work in business administration, finance, accounting or a related field is preferred;

An equivalent combination of education and experience can be considered if it meets the department’s requirements.

Experience

Four (4) years of progressively responsible experience in financial, operational, administrative, or government agency services, two (2) of which must be at the supervisory or lead level

GRU Competencies

Role Specific Competencies

Certifications

Knowledge, Skills, and Abilities

Thorough knowledge of municipal utility operations, including budgeting, accounting, purchasing, risk management, and operational procedures.

• Knowledge of applicable federal, state, and local laws, ordinances, regulations, and statutes governing administrative and operational activities.

• Ability to plan, assign, delegate, supervise, and evaluate the work of assigned staff and effectively lead or participate in self-directed work teams.

• Strong analytical, research, and problem-solving skills with the ability to conduct studies, interpret findings, develop recommendations, and prepare factual reports.

• Ability to develop, implement, and evaluate long- and short-term plans, programs, projects, and organizational initiatives.

• Strong critical thinking, project management, organizational, and multitasking skills with the ability to independently manage priorities and meet changing deadlines in high-pressure environments.

• Excellent written, verbal, and presentation skills with the ability to clearly communicate complex information, strategies, and initiatives to diverse audiences.

• Strong interpersonal and collaboration skills with the ability to build effective working relationships with elected officials, leadership, employees, external agencies, and the general public.

• Ability to maintain confidentiality, exercise sound judgment, and effectively work with represented employee groups and sensitive information.

• Demonstrated proficiency in personal computers and departmental software applications, including Excel, Word, PowerPoint, Access, and other business systems, while maintaining a strong customer service orientation.

Knowledge, Skills, and Abilities (continued)

Physical Requirements

Environmental Requirements