Business Services Specialist

Overview

The full pay range for the position is $25.22 to $37.83 per hour with an anticipated starting rate between entry ($25.22) and midpoint ($31.52) of the range. It’s essential to note that the actual hourly rate offered will be determined based on several factors; including skills, qualifications, experience, education, certifications, training, and internal equity considerations.

The Business Services Specialist provides administrative and operational support by coordinating procurement, maintaining vendor and contract records, compiling financial and purchasing data to assist with budget preparation, and supporting reporting and operational processes.

High School Diploma or GED and four (4) years of experience in:

• Administrative support
• Procurement and purchasing
• Budget tracking
• Or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
• Additional education cannot be substituted for experience.

Depending on the assignment, may require a valid Arizona Driver's License with an acceptable driving record upon hire.

The following functions are intended to provide a representative summary of the primary duties and responsibilities of this position and are not an exhaustive list of all duties that may be performed.

• Coordinate department and division purchasing supplies and services, including receiving goods, preparing purchasing documentation, monitoring funding, and tracking and reconciling expenditures.
• Compile, track, and organize financial and purchasing data to support department budget preparation, expenditure monitoring, and management reporting.
• Maintain vendor contacts and contract information and coordinate purchasing activities with contract managers and procurement staff.
• Maintain records, databases, and documentation; perform research; prepare reports; and assist in resolving operational or administrative issues.
• Assist with administrative and operational processes, including scheduling, coordination of activities, cross-training, and providing support to other staff.
• Assist with special projects, events, or operational initiatives as assigned.
• May assist with employee timekeeping coordination and communication with payroll.
• Perform other duties of a similar nature and level as assigned.

In addition, when assigned to IT:

• Coordinate technology-related purchasing, including receiving goods, processing requisitions, and tracking software licenses, service renewals, and expenditures to assist in IT budget preparation and reporting.
• Serve as a liaison with technology vendors and maintain telecommunications accounts, supporting service requests, billing, and cost tracking.

Knowledge of:

• Fundamental understanding of public procurement procedures.
• Basic knowledge of expenditure monitoring practices.
• Essential awareness of department budget planning processes.
• Introductory knowledge of contract documentation methodologies.
• Comprehension of administrative support procedures.
• Basic understanding of vendor coordination practices.
• Basic familiarity with financial tracking processes.
• Using a computer and related software.

Skill in:

• Facilitating purchasing and procurement requests.
• Reconciling division financial expenditures.
• Coordinating with vendors and contract managers.
• Maintaining accurate records and databases.
• Researching data to create reports.
• Supporting administrative tasks and scheduling.
• Assisting in timesheet and payroll coordination.
• Communication and interpersonal skills to exchange information and receive work direction.

Work is performed in a typical office setting with routine use of standard office equipment. This role is sedentary, requiring occasional physical exertion of up to 10 lbs. and frequent handling of negligible weights, with most of the time spent sitting.

This role typically requires sitting, handling, fine dexterity, visual acuity, hearing, speaking, walking, standing, lifting, carrying, pushing/pulling, reaching, twisting, foot controls, time pressure, tedious or exacting work, changing of tasks, multi-tasking, irregular work schedule/overtime and working with others on a team.

Valley Metro is a Drug-Free Workplace and an Equal Opportunity Employer.