Operations Specialist

City Of Boulder Job OpportunityIt's a great time to join the City of Boulder!Compensation Details:Hiring Range $25.93 - $37.60. This is a full-time hourly position.Scheduled Weekly Hours: 40Benefit Eligibility Group: BMEA (20+ Hours)Locate the Benefit Eligibility Group value on the Employee Benefit Eligibility document to identify the benefits offered for this job.Job Description Summary:Under general direction, coordinates, oversees, and provides direct administrative, operational, and fiscal support across all Fire-Rescue divisions; serves as the department's primary Colorado Open Records Act (CORA) coordinator; manages calendars and scheduling for department leadership; works with confidential, personally identifying, and protected health information with a high degree of discretion; and performs related duties as required.Job Description:Essential Duties and ResponsibilitiesCoordinates and identifies high-priority work issues and items regarding departmental tasks.Ensures a prompt response to correspondence and requests for information and directs items to appropriate staff for review and response.Manages the flow of information and responses.Routinely handles confidential information, personally identifying information (PII), and protected health information (PHI), and exercises sound judgment and discretion in accordance with HIPAA, state statute, and department policy in doing so.Manages and maintains calendars for the Fire Chief, Deputy Fire Chief(s), and Division Chiefs, including scheduling appointments, meetings, and speaking engagements, and resolving scheduling conflicts on their behalf.Provides general administrative support across all Fire-Rescue divisions, including Community Risk Reduction (CRR), Wildland, Operations, EMS, Training, and Logistics.Serves as the department's primary coordinator for Colorado Open Records Act (CORA) requests.Reviews incoming mail and documents, prepares responses, and distributes appropriately.Resolves minor complaints and concerns, anticipating and addressing issues before they escalate.Coordinates agendas for regular and special meetings and workshops and disseminates information developed at staff meetings.Documents decisions made by the Chief and staff and maintains records of assignments to ensure follow-through.Manages departmental special projects involving coordination of the work of others.Establishes and maintains record-keeping procedures and reporting standards, including personnel records containing confidential documents.Acts as departmental liaison to other city departments and agencies for coordination and resolution of administrative issues.Operates and maintains office equipment and providing front-line technical support for related issues.Provides administrative support in the department or in the Emergency Operations Center in the event of a city or county emergency.Provides logistical planning and support for the Community Risk Reduction (CRR) team.Processes Fire License and Mobile Food Truck license applications.Coordinates Home Safety and Wildfire Home Assessment visits.Schedules car seat installation appointments.Coordinates logistics for the BFR Ride Along program, school visits, station visits, and other community events.Provides fiscal and administrative support for the Wildland Division during state and national deployments, including processing travel expense reports and per diems, and tracking and processing Wildland deployment reimbursement payments.Works with the Business Services Administrator to process departmental Accounts Receivable and invoices in Workday and provides related financial and budgetary support.Compiles and prepares information or special reports regarding related financial activities.Assists with internal and external auditing processes by providing information as necessary.Responds to questions from the public, vendors, other governmental agencies, or department staff regarding budget and policy, as appropriate.Serves as secondary Timekeeping/Pre-Payroll Processor, assisting with the accurate processing of staff time into the electronic payroll system.Serves as secondary Advisory/General Orders Coordinator and supports the department's Health and Safety Committee with administrative coordination as needed.Provides administrative and coordination support to the Division of Business Services and the Division of Data and Analytics as needed, or as otherwise outlined in approved position or workload management documentation.Provides excellent customer service to internal and external customers, serving as an information resource for the public and staff regarding departmental activities and oversees the release of records in accordance with state statute and department policy.Performs related duties as assigned to meet the needs of the City. Many other duties may be assigned consistent with the level and scope of this position.Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents.Ensures the safety of self, others, materials, and equipment.Uses all required safety equipment and follows all safety regulations, policies, and procedures.Reports all accidents and damage to City property.Knows and complies with all City and department policies, including those governing confidentiality, PII, and PHI; participating in professional trainings and development; and adhering to attendance and workplace attire policies.Minimum QualificationsAbility to demonstrate experience organizing and coordinating complex projects across multiple work groups.Ability to exercise discretion and sound judgment when handling confidential information, personally identifying information (PII), and protected health information (PHI).Ability to work independently with minimal supervision and within a team environment.Ability to prioritize and resolve problems and complete tasks while working under pressure in a fast-paced environment; and to work well in difficult or stressful situations.Skills in strong organization and attention to detail, including the ability to input data accurately.Skills in verbal and written communication.Skills at an excellent level in proofreading, editing, and writing with good grammar.Skills at a strong level in math.Skills at an advanced level in Microsoft Office products, including Word, Excel, and PowerPoint.Must successfully pass a background check before first day of work and maintain acceptable screening.Preferred QualificationsKnowledge and familiarity with fire service, EMS, or emergency management operationsExperience performing high-level office management tasks or working directly for senior leadership, preferably within municipal government or public safety functions and processes.Financial, administrative, or accounting experience in a municipal setting, including experience with Workday or a comparable ERP system.Experience coordinating public records requests (e.g., CORA) or comparable open-records processes.Experience managing executive-level calendars for multiple leaders concurrently.Minimum Required Education and ExperienceBachelor's degree in Public Administration, Business Administration, or a related field. Eight (8) years of related experience may substitute for the education requirement only.A minimum of three (3) years of prior experience in an office environment demonstrating the ability to process financial records, compile data, and manage confidential information.SupervisionSupervision received: Deputy Fire ChiefSupervision exercised: NoneWorking Conditions and RequirementsPhysical and Mental Effort: This position is expected to operate at a high pace and at full capacity from day one, supporting administrative needs across all Fire-Rescue divisions, several of which are single-position divisions with limited backup coverage. Requires the ability to manage competing, time-sensitive demands from multiple Division Chiefs, the Deputy Fire Chief, and the Fire Chief concurrently, and to prioritize effectively under pressure and shifting deadlines. Requires sustained concentration, accuracy, and attention to detail when handling confidential information, PII, PHI, and financial or fiscal records, where errors carry meaningful consequence. Requires the mental resilience and professionalism to work effectively in a high-stress environment involving uniformed emergency responders and civilian support staff, including during active incidents or emergencies. Requires the ability to remain calm, organized, and responsive when priorities change rapidly or without notice. Requires extended periods of sitting, computer use, and repetitive keyboard and data entry work. May require occasional lifting and carrying of office supplies, files, or event and program materials.Working Environment: Work is generally performed in a standard office setting. May require providing emergency administrative support at an off-site Incident Command Post, which may be a temporary or mobile setting with limited environmental heating