Business Support Specialist

Performs a variety of routine duties in the operation of the Facilities & Fleet Management Administration Division. Works under the direct supervision of the Finance and Administration Division Manager.

• Responsible for accounts payable process for all divisions of Facilities and Fleet Management. Sorts,
  routes and codes invoices, making sure the invoices will be directed to the correct department for
  approval. Scans, enters and tracks invoices for the Facilities, Utilities, Project Management
  Operations, and Administration and Distribution Management Divisions. Responsible for processing
  approved EnergyCap invoices through SAP for payment. Process personal mileage for approved
  personnel. Processes cash journal transactions as necessary.

• Creates Purchase Orders as requested in accordance with Arapahoe County Purchasing Guidelines in a
  timely matter. Works closely with requestors to ensure all documentation is received for PO to be
  created. Verify and submits project related invoices and purchase orders for approval in SAP.

• Services as Security Coordinator for all divisions with Facilities and Fleet Management. Serves as backup
  for Badge Security.

• Serves as back-up Payroll Administrator for the department, which includes monitoring bi-weekly
  payroll entries and communicating with managerial staf f to ensure correct information has been
  submitted in the SAP time keeping system and processed in a timely manner. Investigates errors in
  the time recording system and elevates the problem to appropriate channels. Acts as the point of
  contact for Staf f questions.

• Responsible for answering general incoming local and long-distance telephone departmental calls and
  connects callers with proper departments/division and/or individuals. Answers the FFM FIX (FIX IT)
  calls. Enters work orders in Asset Essentials and dispatches Facilities staf f accordingly. Verif ies the FIX
  tickets are addressed to the correct region. Maintains familiarity with appropriate County personnel
  and telephone extensions at which they can be reached. Maintains and distributes the department
  phone list.

• Files and sorts a wide variety of documents, to include sensitive and conf idential information. Identify,
  sort, and distribute incoming documents, facsimiles, etc. May require research as necessary to
  determine the destination. Frequent contact with outside vendors in a professional manner to obtain
  necessary documentation for invoice processing.

• Order of f ice supplies, operating supplies and staf f uniforms as necessary.

• Assists with routine clerical, administrative duties, ensuring adherence to established policies,
  procedures, standards, goals and objectives.

Skills, Abilities and Competencies:

• Ability to communicate in a professional manner, be approachable, helpful and customer service oriented.

• Skill in operating office machines and the ability to operate and learn personal computer applications such as Excel and Word.

• Knowledge of County policies, procedures, and County departments/divisions and their functions.\

• Ability to maintain confidential data, ensure accuracy and quality assurance with data.

• Ability to establish and maintain effective working relationships with supervisors, fellow workers, and the general public.

• Knowledge of Accounts Payable practices and procedures and Maintenance Work Order systems (TMA).

Behavioral Competencies (these are required for all positions at ACG):
Accountability

Accessibility

Inclusivity

Integrity

Education and Experience:

• High School diploma or GED equivalent

• Two (2) years of general office experience

• Any equivalent combination of education and work experience that satisfy the requirements of the job may be considered.

Preferred Education and Experience:

• Prior experience performing tasks related to accounts payable.

• Prior experience training staff.

Pre-Employment Additional Requirements:

• Must successfully pass pre-employment testing which includes an acceptable motor vehicle record (MVR) and background check.

• Possession of a valid Class "R" Colorado Driver's License or the ability to obtain one within two weeks of appointment.
  Post-Employment Requirements:

• Position is deemed essential, and incumbents must be available for winter storms and other emergency events including evenings, holidays and weekends.

• Work locations and facilities are subject to change based on business needs.

WORK ENVIRONMENT:

• Work is generally performed indoors and requires exposure to dust, fumes and chemical cleaners.

• Specific assignments may require occasional outdoor work.

PHYSICAL DEMANDS:
The following are some of the physical demands commonly associated with this position.

• Spends 80% of the time sitting and 20% of the time either upright or walking.

• Occasionally lifts, carries, pulls or pushes up to 20 lbs.

• Occasionally uses cart, dolly, or other equipment to carry in excess of 25 lbs.

• Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.

• Verbal and auditory capacity enabling constant interpersonal communication through automated devices, such as telephones, radios, and similar; and in public meetings and personal interactions.

• Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.

• Visual capacity enabling constant use of computer or other work-related equipment.

Definitions:
Occasionally: Activity exists less than 1/3 of the time.
Frequently: Activity exists between 1/3 and 2/3 of the time.
Constantly: Activity exists more than 2/3 of the time.

* Arapahoe County does not discriminate on the basis of race, color, religion, national origin, sex, age, disability, genetic information, sexual orientation or any other status protected under the law. It is our intention that all qualified applicants be given equal opportunity in any term, condition, or privilege of employment and that selection decisions are based on job-related factors. Arapahoe County is committed to making employment accessible to persons with disabilities.

** In accordance with Senate Bill 23-058, applicants understand that Arapahoe County will not request or require the applicant to include their age, date of birth, or date of attendance/graduation date on the initial application. Applicants understand that Arapahoe County can request or require an individual to provide documentation including copies of certification, transcripts, and other materials created by a third party. The applicant understands that the applicant can redact, if they so choose, information that identifies age, date of birth, or dates of attendance/graduation from an educational institution on those requested/required certification, transcripts and other materials created by a third party.

Toll Free Applicant Technical Support: If you experience technical difficulty with the NEOGOV system (i.e. uploading or attaching documents to your online application), call NEOGOV technical support at 855-524-5627. Helpful hints: if you are having difficulty uploading or attaching documents to your application, first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt uploading (attaching) it.