Business Support Specialist
(Full Time, Non-Exempt)
Salary: $43,032 - 50,000 per year
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Position Summary:Under the supervision of the assigned supervisor, this position is responsible for providing a professional and positive first point of contact experience for patrons and employees. This position provides administrative support including ice scheduling and project based work to the Ice Arena Staff.
Essential Duties:
- Responsible for accurate records and invoicing and purchasing. Maintains excellent working relationships with external vendors and maintenance service providers.
- Maintains the five ice sheet schedule with the AGM/GM.
- Compiles the coach’s commission sheets and works with the skating director to insure timely payments from the coaches.
- Collects and manages cash handling for a variety of District programs; cash reports and reconciliation as needed.
- Provides daily administrative support to the Ice Arena staff.
- Assists the General Manager of Operations with reports that may be needed to operate the ice division including during the budget process.
- Provides daily administrative operations including, but not limited to, coordinating onboarding and training for new hires, maintaining office equipment.
- Maintains ownership in all documents and forms and structure of employee intranet, including content expiration and replacement. Updates and distributes District’s phone lists.
- Develops and maintains a digital repository for information archives. Scans and files a variety of documents and photos.
- Serves in a cross trained capacity to assist with day-to-day operations of the office and facility staff.
- Maintains the administration side for customers, employee meetings, mail, and print requests. Ensures environment is welcoming, in good working condition, and resources are available for interdepartmental and constituent interaction. Ensures meeting room requests, equipment setup, signage and work orders are complete. Manages mail and copy machine service contracts as well as all office and furniture supply orders.
- Prepares meeting materials, documents, reports, agendas, minutes and presentations as necessary.
- Collects attendance and rosters for a variety of District training initiatives.
- Maintains accurate systems of record keeping and develops reports as needed. Gatekeeper of information to ensure it is current, concise, cross-reference and collaborative. Develops and maintains project files, data entry, reports and research.
- Stays up to date on developments in the organization and office environment. Participates and facilitates, as necessary, training and professional networking for District-wide administrators.
- Provides a professional first point of contact experience for patrons and employees visiting or contacting the Ice Arena Office.
- Provides excellent customer service and ensures quality work. Responds tactfully and in a timely manner to inquiries and problems in person, by email, phone and mail providing helpful information and explanations in line with District policies and procedures. Thoughtfully handles confrontational or stressful interactions.
- Coordinates calendars, schedules meetings and rooms, and organizes special events. Assists with various research, project work, and presentation development throughout the District as needed.
- Plans, organizes, facilitates and oversees the Family Entertainment Center after proms if applicable.
- Attend and participate in staff meetings, trainings, and orientations.
- Attend work on a regular, reliable and punctual basis.
- Manage and account for registration and fee collection for participant registrations for facility programming.
This job description should not be construed to imply that these requirements are the exclusive duties of the position. Incumbents may be required to follow any other instructions, and to perform any other related duties, as may be required.
Education and/or Experience:
- High School diploma or GED equivalent required.
- Two (2) years full-time secretarial or office administrative work experience to include recordkeeping, cash handling/recording, basic accounting, customer service, or athletic/recreation administrative equivalency.
Licenses, Certifications, and Other Requirements:
- Must possess a valid Colorado Driver License or the ability to obtain upon hire and maintain an acceptable driving record.
Necessary Knowledge, Skills and Abilities:
- Knowledge of phone systems, Microsoft Office applications, and principles of effective customer service.
- Ability to work productively without supervision within established policies and procedures.
- Ability to manage multiple requests and phone calls at one time.
- Skilled in: customer service, admin support, and public speaking.
- Must be highly motivated and take direction well with excellent interpersonal and communication skills, both written and verbally.
- Ability to work independently and with a team in a fast-paced and high volume environment with emphasis on accuracy and timeliness.
- Ability to provide outstanding customer service and get along with coworkers, patrons, and supervisors and interact with employees and vendors in a professional manner.
Material and Equipment Used:
To successfully perform the required job duties, this position regularly uses a phone, computer, printer, fax, projectors, scanners, and other common office equipment. This position may need to drive a personal vehicle to various District facilities.
Working Environment:
The position primarily works in a busy, comfortable office environment subject to continuous interruptions and background noises.
Physical Requirements:
Stand, walk, sit for extended periods, handle and operate objects and office equipment, reach outward and above shoulder and carry, pull, push or lift up to 10 lbs. May occasionally climb, crawl, squat, kneel and lift up to 20 lbs. The employee must be able to see close up and at a distance with vision acuity and the ability to adjust focus allowing a broad field of vision. The employee must communicate clearly and effectively, must understand and be understood.
This list is not all-inclusive and represents examples of the work environment and physical demands.
We’ve Got You Covered!
South Suburban pays:
- 90% of the employee-only medical insurance cost
- 68% of dental & vision insurance cost
- 100% short-term & long-term disability cost
- 100% life and accidental death & dismemberment insurance cost
South Suburban offers:
- FSA options for additional medical expenses
Happy Employees Are the Best Employees
- South Suburban provides an employee assistance program at no cost that includes: counseling, financial planning, legal assistance, and much more!
- Our Employee Wellness Program gives covered staff the ability to reduce their medical premium by $360 annually
Take Time Away to Do What You Enjoy
- 10 paid holidays per year
- 4 personal days per year
- Earn 11.5 paid vacation days per year
- Paid sick leave to rest, recover, and take care of yourself
We’ve Got Your Back
- Up to 8% 401(a) Employer contribution/match that vests after 3 years of service
- Diverse trainings to grow your professional and personal skillset
- Tuition Reimbursement Program that covers up to $1,800 per year
Play Where You Work
- Employee engagement is a priority at South Suburban. Staff gatherings have included: pictures with the Stanley Cup, Chili Cook-Off, Ice Cream Social, Shuffleboard Tournament, Employee Appreciation Luncheon, just to name a few
- Monthly wellness challenge opportunities and staff recognition honors
We LOVE Our Facilities and So Will You:
- Free daily admission to recreation centers, tennis courts, ice rinks and swimming pools
- 50% off food at South Suburban restaurants
- $5 to $10 for nine holes of golf at four different courses
To view a complete listing of the District’s most current benefit package, please visit http://careers.ssprd.org
About Us
Our mission is to foster healthy living through stewardship of the environment, parks, trails, and open space by providing recreational services and programs.
We serve residents in Bow Mar, Columbine Valley, Centennial west of I-25, Littleton, Lone Tree and Sheridan and unincorporated portions of Douglas, Jefferson and Arapahoe counties. We operate four full-service recreation centers, golf courses, outdoor pools and restaurants, two ice centers and miniature golf courses, a botanical garden event center, a BMX track, a sports dome, batting cages, an entertainment center, a hotel and a nature center. In addition, we maintain nearly 3,800 acres of developed and open space land, including 119 multi-purpose athletic fields, more than 100 parks, nearly 80 miles of trails, 60 playgrounds, 56 tennis courts, and the 880-acre South Platte Park.
Experience and Skills:
From: South Suburban Parks and Recreation
