Business Coordinator, Town of Cary (closes 10/11/21)

Click Here For the Full Description and/or to Apply for this Position

Closing: 10/11/2021 11:59pm EST
Salary Range: $48,401 – $75,046 annually

Job Description:

The Town of Cary is recruiting for a highly motivated, collaborative, and adaptive Business Coordinator to join our OneCary team and share in our goal of creating the Local Government That Doesn’t Exist.  The Business Coordinator will perform complex administrative and specialized business support work in a team-oriented environment.

Work is performed under the general supervision of the Director of Special Projects and frequently requires a high degree of discretion, independent judgement, and initiative.

Typical Tasks:

  • Creates and approves purchases and requisitions, payroll, travel and entertainment expenses, invoices, etc.; Trains staff on new or existing administrative procedures such as payroll and purchasing; establishes procedures specific to the department; may serve as proxy procurement card approver for senior leadership team;
  • Completes a broad variety of administrative tasks for the Town Manager’s Office leadership team including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; works closely and effectively with team to keep them informed of upcoming commitments, events and deadlines; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings;
  • Assists in coordinating the agenda of leadership meetings and/or other necessary meetings; Organizes and prepares meeting agendas and appropriate supporting documentation for agenda items to maximize efficiency of meeting discussions; may participate in management team meetings, record minutes and distribute meeting notes;
  • Serves as an advisor to directors on matters related to administrative operational efficiency;
  • Prepares and executes department contracts, tracks their status, and corresponds with contractors;
  • Contributes written material to a variety of Town website (e.g. Town of Cary, Downtown Cary, CNET) and will serve as the department’s web writer; Ensures that assigned Web pages are accurate, timely, and complete by promptly exercising direct publish authority (where applicable) or by promptly forwarding updates to Marketing and Information Technology staff for review and publishing;
  • Participates in the development and administration of the annual operating and capital budgets for the Town Manager’s Office accounts; tracks expenditures during the year against budget and grants; may serve as budget coordinator and assist in the development of the departmental budget with managers for the department;
  • Provides a bridge for smooth communication between the Town Manager’s Office and internal departments; demonstrating leadership to maintain credibility, trust and support with all staff;
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on assignments to successful completion, often with deadline pressures.
  • Maintains department electronic filing system; Maintain record relevant operations information, to include standard operating procedures, problem resolutions, with tracking and documentation systems;
  • Develop recommendations for technical documents edits and prepares complex reports;
  • Assists in the planning and implementation of special events or special projects; provide information to facilitate project implementation; follow through to completion;
  • Provides customer service functions by handling inquiries and complaints from citizens or employees; track 3-1-1 department cases; responds back after taking action or researching the problem; implements a tracking system to ensure follow-through among staff; informs directors of status; train staff on the 3-1-1 case department process;
  • Manages the office administrative support functions of the department; ensuring supplies and equipment are in place and working properly; cross-trains to provide back-up where needed (i.g. Council Weekly Report, Quarterly Reports);
  • Processes and maintains confidential personnel information and personnel transaction forms; tracks deadlines for annual reviews;
  • Assists management team with orientation of new/transferred staff with equipment, authorization of software (i.g. Executime, P-Card, or Naviline), and office arrangements;
  • Assists Directors with developing Proclamations for separating/retiring staff, collecting assets, procurement cards, keys, technology changes, and notifications to other departments of the separation;
  • Ensures directives of the Town Managers are addressed in a timely and effective manner. Significant aspects of the work include the organization of work, fact finding, coordination of efforts within the Town government, and the development of presentations and reports; Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software.
  • Opens, sorts, reads, prioritizes and routes incoming mail;
  • Using independent judgment compiles data, performs data analysis, problem solving and recommends policy and administrative improvements; contributes to the resolution of systemic and complex overarching operational issues in the organization;
  • Supports operational excellence initiatives including the roll out of new systems, applications and procedures.
  • Performs other duties as required.

Qualifications:

  • Any combination of education and experience equivalent to graduation from an accredited college or university with a degree in business administration or related field and/or extensive experience in business and office management.
  • Knowledge of Microsoft Office and the ability to operate standard office equipment is required.
  • Effective oral, written and interpersonal communication skills with a customer service focus are essential.
  • Organizational skills and the ability to interact effectively with the public is highly desired.
  • **Preference will be given to candidates who have experience working within a government organization, and who have work history in a position that required direct quality contact with customers.
  • Requires drug testing and background check (which may include criminal check, education verification and credit history review) prior to employment.

Knowledge, Skills, and Abilities:

  • Comprehensive knowledge of standard office practices, procedures, and equipment;
  • Comprehensive knowledge of business English, spelling, and arithmetic; comprehensive knowledge of personal computers and related software to include Office365 and MSOffice suite- specifically Word, Excel and Outlook;
  • Ability to establish and maintain effective working relationships with others;
  • Ability to follow oral and written instructions;
  • Ability to acquire knowledge of the policies, procedures, and services of the department to which assigned;
  • Ability to keep moderately complex records and prepare reports from such records;
  • Ability to acquire knowledge of technical detail in relation to Town and department policy interpretation;
  • Ability to provide clerical support for a variety of operations;
  • Ability to work independently on responsible and confidential assignments and tasks;
  • Ability to see, hear and talk so as to perform that tasks and effectively communicate with the public and co-workers;
  • Ability to use hands for typing and operation of standard office equipment;
  • Ability to read and write handwritten and typewritten material and operate a computer terminal.