Business Services Representative II-III (UCCC)

Administrative Support Position Full Salary Ranges: Level II- $21.96- $31.84 Hourly Level III- $24.16- $35.03 Hourly Anticipated Hiring Ranges: Level II- $21.96- $24.23 Hourly Level III- $24.16- $30.31 Hourly Why do I see two salary ranges? The City of Greeley in compliance with Colorado state law, includes a salary range for all positions posted. This law is intended to improve wage transparency. The City of Greeley, in support of wage transparency, posts both the full salary range for each position (what you might anticipate your earnings could be if you work for the City of Greeley for some time), as well as the anticipated hiring range (the range within which the City anticipates making an offer). The actual offer extended will be based on your years of relevant experience, education, certifications and potentially other factors. City of Greeley's Total Rewards The City of Greeley is committed to providing a comprehensive total rewards program that supports employees in their work by encouraging excellence and investing in employee development and recognition. This philosophy is grounded in fiscal responsibility, organizational effectiveness, and employee safety and well-being, ensuring the responsible stewardship of public resources while offering meaningful and comparable rewards. This approach ensures that the city remains an attractive, inclusive, and rewarding work environment, while also effectively serving the community. Benefits: This position is benefits eligible. Please view our benefits guide here. Job Summary: Under the direction of the Culture Parks and Recreation Administration Business Service Manager, the position provides administrative support for the Union Colony Civic Center (UCCC). In addition to general administrative duties that support the department divisions, this position will also assist with event settlements, sponsorship invoicing, and support for the UCCC Boards and Commissions. The position ensures the accuracy of records and reports of UCCC performances (including ticket sales data, expenses, and supporting documentation), rentals, sponsorships, and other venue activities. It is also responsible for creating purchase orders for invoice payments as well as editing PCard receipts for expense reports. This position does not supervise staff or oversee front-of-house operations but will, on occasion, need to be reachable after specific events in order to finalize performance settlements. Experience, Knowledge, Skills: Minimum Requirements: Level II- High School diploma or equivalent. 1-3 years' increasingly responsible administrative support experience. Level III- Associate's degree (two-year degree) or certification program of comparable length. 3-5 years' increasingly responsible administrative support experience. OR Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job, AND Possession of a valid driver's license. Preferred: Bachelor's Degree in Business or related field. 4 years of professional experience supporting administrative, financial, or operational functions Oracle Software knowledge. English/Spanish bilingual skills preferred, but not required. Knowledge, Skills, and Abilities: Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal. Computer skills, including the ability to utilize Microsoft Office programs (i.e., Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems. Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others. Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly. Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings, and make decisions. Ability to provide accountability of processes and tasks under the oversight of the Business Service Manager and in support of the other administrative team members. Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness. Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results. Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed. Ability to navigate a complex political environment. Knowledge of department purchasing card bill paying, record keeping, filing systems, and procedures for reconciling. Knowledge of business operations principles and best practices. Knowledge of office management principles and best practices. Proofreading, grammar, punctuation, and formatting skills, including the ability maintain consistency and be cognizant of and address details. Represent the department and the City in a positive and professional manner. Ability to handle and maintain sensitive and confidential material. Ability to organize, plan, and execute logistics tied to meeting and/or event planning. Ability to maintain accurate and detailed records and record keeping systems. Ability to prepare reports, briefings, and presentations in a variety of formats (e.g. verbal, written, visual, etc.). Travel: Category A-Standard Local Travel: This position requires occasional local travel within the County. Employees may be expected to walk or drive short distances to attend meetings, trainings, or perform work at other city buildings or partner sites. Essential Functions: Financial Management & Reporting: Assist in the development and monitoring of annual budgets. Produce monthly budget reports for each subdivision of the UCCC. Track revenues and expenditures to ensure alignment with approved budgets. Analyze financial data to identify variances, trends, and opportunities. Prepare regular financial reports, summaries, and supporting documentation for leadership and advisory reporting. Tracks, monitors, and pays departmental invoices; handles all AP/AR, and procurement for UCCC. This includes keeping processes consistent with Purchasing and department standards, paying all invoices for by PO, Non-PO payments, or Visa, processing change orders and contract amendments, and coordinating deliveries and orders with vendors. Prepares the Deposit for the UCCC facility rental and performances revenue. Revenue Tracking, Reconciliation & Compliance: Assist with reconciliation of revenues and expenditures related to ticketing, rentals, and event activity in coordination with the Finance Department. Ensure accurate allocation of revenue and expenses across events and accounts. Prepare and process journal entries and track profit and loss statements for each event. Maintain financial records and ensure compliance with City policies and internal controls. Administrative support for UCCC Boards and Commissions Event Settlements & Financial Coordination: Assists with preparations and completions event settlements by compiling ticket sales data, expenses, and supporting documentation. Ensure all required reports and materials are accurate and completed in a timely manner. Submit settlements and documentation to City Finance or CPRD Administration to request payments to artists and tenants. Document routing for signature on contracts and various procurement documents. Rental & Event Financial Administration: Track financial components of rental events, including deposits, payments, and final settlements. Monitor outstanding balances and support collection efforts as needed. Data Management & Analysis: Maintain financial data across ticketing, accounting, and event management systems. Generate standard and ad hoc reports to support operations and decision-making. Identify and resolve data discrepancies in coordination with internal teams and system vendors. Customer Service: Customer Service Provides quality customer service by assisting internal and external customers. Communica