Business and Financial Resource Specialist-COO

Minimum Education

Bachelor's degree or equivalent experience

Minimum Experience

0

Summary

The Business and Financial Resource Specialist assists the division in providing operational and administrative support to Business Management Analysts, Financial Planning Analysts, senior officers, and/or division staff for administrative, budgetary, programmatic, human resources, and other areas assigned at an entry level of difficulty.

Duties and Responsibilities

* Provides operational and administrative support to Business Management Analysts, Financial Planning Analysts, senior officers, and/or division staff in the areas of travel, calendar management, logistics, event planning, space/building management, various tracking and reporting needs (e.g., logging conference attendance, publications), human resources and personnel matters (e.g., staffing, recruitment, training, 3

Cs performance management, documenting sabbatical leave, supporting new hire processing needs, onboarding), and/or other financial or administrative tasks. Serves as an integral part of the administrative and budget team.

* Provides support for division purchases by responding to requests or specific needs and reviewing and/or entering requisitions for products and/or services. Supports the management of petty cash and adheres to designated budget to ensure funds are used appropriately and transactions are properly documented. May require partnering with Accounts Payable to ensure invoices are approved and processed; tracking and monitoring contract renewals;

performing p-card purchases and ensuring charges are correctly allocated.

* Supports division staff and/or senior officers by updating and producing reports and analyses (e.g., financial, human resources, procurement, information systems, performance indicators, etc.), including maintaining and developing spreadsheets and databases using appropriate software (e.g., Excel, Tableau, Coupa) and/or developing routine data visualizations and dashboards. Collects and inputs data (e.g., promotion data, job description and job family data, budget and contract data) into appropriate systems/tools, validates accuracy of data, and monitors timelines to ensure timely provision of data to appropriate stakeholders.

* With guidance, may perform simple research and analysis for cross-divisional functions (e.g., risk management, compliance, regulations). May help to answer routine inquiries from senior staff about financial or operational related topics.

* With guidance, may provide customized support to senior officers as needed, including managing calendars, coordinating meetings, handling correspondence, preparing briefing memos, maintaining records, and serving as a liaison with external entities. May provide backup support to division administrative staff and work as part of a team of support staff to ensure consistent provision of administrative and operational support.

* Supports others with the implementation of continuous process improvements by adhering to guidance and following instructions around methods to automate and streamline human resources-related and financial-related processes (e.g., onboarding and security procedures, data maintenance and spreadsheet development processes). Supports the maintenance and documentation of office administrative procedures (e.g., standard operating procedures for administrative processes).

* Supports records management including the maintenance of correspondence, reports, meeting minutes, personnel and job candidate records, and/or records of division activities for the officer/section chief using appropriate technologies (e.g., One Note, Microsoft Teams, etc.) and administering and/or updating relevant information management sites (e.g., SharePoint).

Position Requirements :

Requires foundational analytical ability and oral and written communication skills typically acquired by completion of a bachelor's degree or equivalent experience. Requires a working knowledge of budget, finance, and administrative practices; the ability to exercise sound judgment; sensitivity regarding personnel matters; and the ability to closely follow and understand practices that protect confidentiality. Must possess a good working knowledge of business technologies, such as Microsoft Office (e.g., Word, Excel, PowerPoint, Teams), and possess the ability to learn database software such as Workday, Coupa, and/or Tableau.

Must possess established organizational skills and be detail- and project-oriented and have the ability to deal effectively with all levels of Board staff. Must possess a demonstrated commitment to a strong customer service philosophy. Requires the ability to acquire some familiarity with a basic understanding of the division's responsibilities and functions and the work of assigned section staff and/or division officers.

Requires an ability to learn the organizational structure and responsibilities of the various Board divisions and acquire some familiarity with the…