Business Specialist

Full Job Description

NOTICE OF LIMITED APPLICATIONS

This posting is limited to the first 150 applications received.
When that number is reached the posting will be automatically removed.

Career Opportunity

The city of Las Vegas invites applications for Business Specialist. This position provides a wide variety of project and program support for an assigned department or large division; and provides information and assistance to the public regarding assigned programs and services.

Current Vacancy

The current vacancy is with the Las Vegas Municipal Court.

Type of Examination

A civil service examination will be conducted in accordance with the Civil Service Rules of the city of Las Vegas. The supplemental questions are the examination. Falsification of information may result in disqualification from a recruitment or removal from a city position. Additional information will not be accepted after the closing date. The supplemental questions are weighted 100% for placement on an eligible list and must be worked on individually by the applicant only.

Selection Process

Final candidate selection will include list placement and may include hiring interview (if applicable). Any individual offered employment will be required to pass a pre-employment drug test, complete background check, and may be required to demonstrate the ability to perform the physical requirements of the job. Some positions may require preliminary background checks.

Requirements

Distinguishing Characteristics

This is the journey-level class in the Business Specialist series. Business Specialist positions perform work pertaining to the business goals and mission of the work unit where it is located.

Supervision Received and Exercised

Receives direction from the assigned section or division manager and higher-level supervisory or management staff.

May serve as a lead, exercising functional and technical supervision over assigned staff, including scheduling and assigning tasks, providing guidance, ensuring work is completed according to proper procedure, monitoring work progress, and reviewing results.

As a secondary function, may serve as a formal supervisor over lower level staff, exercising direct supervision including monitoring and formally evaluating employee performance, and participating in the selection and discipline of employees.

Essential Functions:

1. Administers or participates in the administration of the daily operations of assigned programs or services; communicates with a wide range of city staff, vendors, contractors, consultants, outside agencies, community groups and the general public regarding city programs, services and equipment.
2. Investigates, analyzes and prepares recommendations for new or modified programs, services and equipment; drafts and revises policies, procedures, and other documents applicable to division or section services and programs for management review.
3. Responds to, or assists other staff to respond to requests for information, questions and complaints from the general public regarding the services provided by the work unit.
4. Participates in the coordination of work unit activities with other city divisions and departments and with outside agencies; represents the city and work unit in committee meetings and meetings with other divisions, departments, community groups and agencies.
5. Provides operational information and statistical data for management use, department newsletters, city web site and city publications.
6. Prepares a variety of analytical and operational reports, memos, correspondence, presentations, maps and other documentation using common office software and specialized applications; performs analysis and evaluations of data and reports; composes and sends correspondence of various types to internal and external customers.
7. Coordinates and oversees performance measures. Performs cost/benefit analysis, evaluates effectiveness of current programs, and prepares recommendations or improvements for management consideration.

May participate in the preparation, coordination and tracking of the work unit's annual budget documentation or expenditures.

Provides historical and current data and forecasts at the request of the division manager or department director; conducts research as requested.

Creates a variety of periodic and special reports used to monitor operations, revenues and expenditures; monitors reports on a regular basis.

8. Oversees administrative tasks within work unit for bid and purchasing processes; verifies and processes payments; tracks expenditures and other financial items; communicates with project consultants, vendors and contractors regarding a variety of topics.
9. May ensure that records retention procedures and schedules are followed in the work unit. Maintains detailed records pertaining to assigned programs or services.
10. Seeks and applies for federal and state grants to be used to fund or enhance department operations; operationally administers grants; maintains record keeping requirements as stated in grant; assists with tracking and reporting when needed.
11. Coordinates the implementation and updating of technology systems; assists in the development of training programs and materials for the users of new and upgraded technology; provides basic technical assistance to department staff in the use of software applications.
12. Purchases and issues designated new equipment; trains staff in the use of new equipment.
13. Prepares, renews, amends and processes a variety of contractual agreements and related documentation between the city and vendors, contractors, consultants, other public agencies and other parties; monitors compliance with applicable contractual agreements; coordinates all required financial accounting and reporting.
14. Collects, processes and forwards program or service operating revenue to Finance; maintains cash fund balance; reconciles accounts to the general ledger; researches and corrects discrepancies.
15. May serve as a lead over other staff on an on-going or project basis; provides functional or technical oversight and training to assigned staff; assigns, plans, directs, coordinates and schedules assignments; monitors work progress and reviews work results.
16. May serve as first line supervisor for designated staff within a department, including interviewing and selecting job applicants, training, assigning and overseeing work, and establishing and evaluating appropriate performance standards in accordance with department objectives.

When assigned to Emergency Management:

1. Coordinates the Office of Emergency Management's community education and participation programs. Prepares training materials and delivers emergency preparedness training to community groups.
2. Assists in the overall management, administration and oversight of the citywide homeland security and emergency management programs.
3. Provides support in the Emergency Operations Center (EOC) during large scale events; may serve as the city's liaison in the absence of the Emergency Management Administrator.

Marginal Functions:

1. Provides training in various areas to department employees, including computer applications and software.
2. Performs related duties and responsibilities as required.

Qualifications

Experience:

One year of experience performing administrative support duties that include performing budget and fiscal analysis and/or developing and implementing programs, policies, and procedures, preferably in the area of assignment or in a local government environment.

Training:

Bachelor's degree from an accredited college or university with a major in public administration, business administration or a field related to the area of assignment.

May substitute a combination of equivalent education and related experience. The city assesses 1.5 years of fulltime experience as equivalent to one year of education.

License or Certification:

When assigned to Emergency Management:  Possession of an Associate Emergency Manager certification from the International Association of Emergency Managers (IAEM) is required within 12 months of the date of appointment, and maintenance thereafter.

Possession of a Certified Emergency Manager certification from the IAEM is preferred.

Additional Information

Knowledge of:

Principles and practices of budget preparation and administration.
Principles and practices of accounting.
Methods and techniques of research, including data collection, analysis and reporting.
Arithmetic operations.
Rules, regulations, policies and procedures of the assigned work unit.
Methods of report preparation.
Principles and practices of policy and procedure development.
English usage, spelling, grammar and punctuation.
Modern office procedures and methods including common office software and hardware.
Public relations techniques.
Principles and procedures of record keeping.
Pertinent federal, state and local laws, codes and regulations.
Principles of supervision and training.

Skills in:

Performing responsible operational activities in the area assigned involving the use of independent judgment and personal initiative within established guidelines.
Understanding the organization and operation of the assigned department and outside agencies as necessary to assume assigned responsibilities.
Working independently without direct supervision.
Researching, analyzing and evaluating programs, policies and procedures.
Preparing clear and concise reports, correspondence and memoranda.
Learning any specialized software used in the work unit.
Interpreting, applying, explaining and enforcing applicable laws, codes, regulations, policies and procedures.
Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, recommending best options and implementing approved solution in support of goals.
Managing multiple assignments.
Meeting required deadlines.
Adjusting to changing priorities.
Communicating clearly and concisely, both orally and in writing.
Establishing and maintaining effective working relationships with those contacted in the course of work.

Competencies:
In addition to Core Workforce Competencies:

Supervisor Competencies
Professionalism – Models core values by being honest, respectful and positive; continuously demonstrates the core values of the city; supervisory actions are collaborative whenever possible and intended to grow the city's capacity at an individual, unit, division and/or department level.

Managing Performance - Takes responsibility for own and assigned employees' performance, by setting clear goals and expectations, tracking progress against the goals, ensuring regular feedback, and addressing performance problems and issues promptly.

Decisiveness - Willingness to make difficult decisions in a timely manner.

Developing and Empowering Others - Willingness to delegate responsibility; coaching assigned employee to develop their capabilities.

Facilitating Partnerships - Builds community and partnerships both inside and outside the organization.

Forward Thinking - Anticipating the consequences of situations and decisions; taking appropriate action to be prepared for possible changes.

Providing Support - Provides the tools and creates a supportive environment that allows others to successfully complete their work.