POSITION SUMMARY

The Business Support Analyst is responsible for ensuring quality and consistency of information, records management, and business practices within the City of Englewood Utilities Department. Provides administrative support to the Department Director, Deputy Directors, and Managers, and department. Operates with independent judgment and initiative. This position involves high-level interactions with executive management and elected officials. Provides responsible, professional, administrative, and confidential support and assistance.

This position also performs various administrative duties to support the function of the Business Solutions division. It operates with significant latitude for independent judgment, initiative, and decision-making with minimal supervision.

REPORTING RELATIONSHIPS

Reports to: Deputy Director – Business Solutions

Direct Reports: May supervise other administrative staff

DUTIES AND RESPONSIBILITIES

The listed examples of work are not intended to be all-inclusive. They may be modified with additions, deletions, or changes as necessary.

Records Management

Manages the Utilities, including program and policy development, Utilities Laserfiche administration, creation of retention schedules and destruction procedures, and execution of records maintenance strategy.
Supervises the implementation of the Electronic Records Management System (ERMS), Laserfiche, and develops implementation and training plan. Once implemented, serves as Utilities administrator and maintains and grows utilization of ERMS through continual improvement efforts.
Manages organizational information and documentation, builds classification systems, directs document and information workflows to and between staff, and communicates changes to staff.
Educates staff in the use of the records management policy, best practices, and ERMS through training and reference materials.
Serves as liaison with the Englewood City Clerk and City Attorney and facilitates requests for information in accordance with the Colorado Open Records Act between the Englewood City Clerk’s Office, Englewood City Attorney’s Office, and Utilities staff.

Communication

Prepares correspondence, reports, newsletters, Council Communications, Resolutions, Ordinances, and supporting documents.
Reviews department documents and City Council Communications for content, accuracy, and completeness and makes additions or resolves discrepancies.
Gathers and compiles materials to prepare reports.
Prepares all public hearing notices for publication and property posting.
Prepares meeting packets for distribution including agenda, minutes from previous meeting, staff reports and attachments.

Department Administration

Administers departmental projects and programs.
Researches various issues and makes appropriate recommendations for resolution.
Contributes to the development of departmental goals, objectives, policies, procedures, and service standards.
Acts as department contact to other departments for coordination and resolution of administrative issues.
Represents department at meetings or on committees with other departments or agencies.
Study and standardize procedures to improve efficiency and effectiveness of operations.
Perform accounts payable and receivable activities, including invoicing other entities, processing Utilities Department invoices for payment, and receiving payments.
Manage Utilities Department uniform program
Conduct new employee onboarding
Assist in the procurement process across all Utilities divisions and act as liaison between Utilites and the Finance Department for procurement activities.

Customer Service

Coordinate Utilities participation in City of Englewood community outreach events.
Greets a variety of internal customers; screens and handles matters independently in response to policies, procedures, and activities of the department; refers to appropriate individual as necessary or arranges an appointment with the appropriate party.
Interfaces with city staff and is expected to utilize diplomacy, communication, and conflict management skills and maintain critical, sensitive, and confidential information at all times.
Schedules appointments and meetings; maintains calendars for Director, Deputy Directors and Managers; coordinates logistics for workshops; conferences, and other special events; composes and submits travel documents; reconciles travel expense documents and reimbursements.

Other Duties & Responsibilities

Handles confidential and sensitive information with a high level of discretion and confidentiality.
May provide basic training and information for department staff on use of office technology and relevant software.
Performs other duties as assigned and required.

KEY COMPETENCIES

Detail-Orientated - Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans/organizes time and resources efficiently.

Carefully monitors the details and quality of work.
Verifies the accuracy of information and work product to provide correct and consistent work on a timely basis.
Develops and uses systems to organize and keep track of information or work progress.
Takes necessary actions to produce work that requires little or no verification.

Collaborates – Builds partnerships and communicates effectively to meet shared objectives.

Works cooperatively with others across the organization to achieve sound solutions.
Drives team-related work and activities forward and ensure tasks are handled to completion.
Partners with others to get work done by gaining the trust and support of others.
Attentively listens to others and works to meet their needs.
Provides timely and helpful information to others across the organization.

Organized - Manages self and resources, including time and surrounding circumstances, and effectively prioritizes duties.

Establishes priorities, differentiating between urgent, important, and unimportant tasks, and monitors and adjusts priorities and/or eliminate tasks on an ongoing basis.
Organizes resources to complete projects efficiently and on time while keeping the appropriate people informed about task/project progress.
Effectively participates in routine planning activities related to work.

Problem-Solving – Evaluates situations and works to provide effective solutions.

Takes on challenges by analyzing root causes and offers suggestions, opportunities, and solutions.
Troubleshoots issues while displaying a can-do attitude.
Demonstrated ability to work independently, organize and accurately prioritize work, be detail-oriented, understand when urgency is required, and use good judgment in varied situations.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge

Working knowledge of:

SharePoint administration

Business process and workflow automation
Modern office practices and procedures including standard software programs

Skills and Abilities

Computer skills:

Microsoft Office Suite
SharePoint
Strong computer skills are necessary

Abilities:

Demonstrate skill in working with a wide range of people with tact, diplomacy, ethics, and integrity
Think strategically, anticipate problems, and bring innovative solutions
Proactive and effective communicator, both orally and in writing
Experience with electronic file management

PREPARATION AND TRAINING

Education: High School degree minimum; Associates or Bachelor’s degree preferred.

Work Experience: Three to five years increasingly responsible administrative experience

Certifications and/or Licensures: Notary Certificate, preferred or ability to obtain within six months

Required Driver’s License: None

An equivalent combination of education, training and relevant job experience may be substituted.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Work is performed in a standard office environment, requiring sitting for extended periods of time, and occasional medium lifting (up to 30 lbs.). Job requires visual and physical capabilities to perform data entry, filing, and to work on computers and associated equipment for prolonged periods of time (4-6 hours daily).

SALARY

$59,262-$88,982

BENEFITS

The City of Englewood offers a comprehensive benefits package to eligible, full-time employees including paid time off and holidays. Plans are offered for medical, dental, vision, life and pet insurance needs.

APPLICATION DEADLINE

Open until filled

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)