Business Services Operations Coordinator

Program: Business Services

Location: 400 West Ave

Position: Operations Coordinator

Hours: 40/hrs. 52 wks.

Salary Range: $38455 - $48069

Salary Grade: 10

Summary of Responsibilities:

Under the direction of the BSO Department Director the Operations Coordinator s role is to increase efficiency and effectiveness of Business Services Department (BSO) service operations by performing a variety of administrative clerical customer service and quality assurance duties. This position assists in the planning directing and management of BSO departmental daily operations office systems and personnel to ensure that optimal customer service and safety standards are met.

The Operations Coordinator works closely with the BSO Dept. developing implementing and evaluating ongoing BSO policies procedures and safety activities in managing facilities and providing operational support for the Agency/sites.

The Operations Coordinator also assists in monitoring and evaluating related policies procedures and safety activities; assuring Agency compliance with established mandates legal and funding source requirements related to business services and facilities management. This position assist management and staff in working cooperatively and proactively to prevent fatalities injuries and illnesses; implements and monitors procedural systems focused on: hazard prevention and control worksite safety analysis training management commitment and worker involvement in upholding standards.

The Operations Coordinator s primary focus is for oversight of the Agency s centralized procurement activities including: identification/selection of vendors; coordination of the Agency s competitive bidding process; negotiates with vendors for the purchase of all materials supplies equipment and services used by the Agency; negotiates and manages service contracts leases and service agreements; interprets laws/regulations and policies pertaining to purchasing and facility operations.

This position is also responsible for management of fixed asset inventory controls equipment and inventory related operations; provides technical assistance and acts as a clerical/administrative resource; and performs general clerical duties including filing data-entry record-keeping switch-board coverage and related tasks.

The Operations Coordinator plays a vital role in assuming primary management and oversight for coordination and implementation of a variety of other daily Agency business and facility support activities including supplies/equipment inventories information systems/telecommunications facility/maintenance work orders/specs scheduling front-end desk/reception areas and general facility /maintenance request and activities.

Qualifications and Education and Experience:

• Education: Associates Degree preferred in Secretarial/Administrative Science Business Administration or a related field. An equivalent combination of education (High School Diploma required) and professional experience will be considered.
• Experience: Minimum of three (3) years of work experience required in an administrative/clerical position that included office and project management responsibilities preferably in a non-profit/community-based setting. Experience must include purchasing inventory management information services facilities management planning and implementation. A minimum of two (2) years experience in a management/supervisory/leadership role is required. Must be willing to attend/obtain recommended approved coursework/training/certifications which provides the required knowledge skills and experience to perform or enhance the job duties.
• Requires excellent organizational administrative planning and analytical skills; requires flexibility and ability to multi-task and work in fast-paced environment; requires excellent record keeping skills and attentiveness to details; requires math aptitude and knowledge of basic math concepts; requires ability to work as part of a team as well as independently using sound judgement with minimal supervision.
• Requires excellent communication skills oral & written; experience in preparing interpreting and disseminating a variety of informational & educational materials and related communications in reference to BSO Dept. Agency legal protocols safety purchasing acquisitions & facilities operations are strongly preferred.
• Must be familiar with State and Federal purchasing regulations (OMB Circular A-102 A-110 and A-122; 45 CFR Part 92.36 4574 &75); requires familiarity with standard procurement guidelines; must be able to interpret laws/regulations and policies pertaining to purchasing and facilities; familiarity with public/grant funded purchasing guidelines and terminologies used in standard purchasing processes helpful; Senior Professional in Supply Mgt. certification (SPSM ) or evidence of related procurement credentialing is a plus.
• Knowledge of the Greater Rochester community with focus on the business/vendor community is useful; experience in cultivating business/vendor/supplier relationships on the local/national levels is preferred; vendor/supplier selection and evaluation experience required; knowledge and experience in developing and coordinating bidding conferences required; advanced skills in negotiating and interpreting purchasing agreements equipment maintenance/warranties and related service contracts for the Agency is required.
• Requires a strong level of knowledge of office management facility maintenance and project planning skills; requires experience performing general clerical functions filing mass mailings copying data entry etc. and front-end coverage/receptionist duties. Familiarity with usage/maintenance of standard office equipment/machines is required (i.e. copiers postal telephones etc.); knowledge of terms practices and equipment used in facility maintenance is helpful (i.e. work orders HVAC etc.).
• Must be familiar with OSHA/National Institute for Occupational Safety & Health regulations; requires experience in monitoring and maintaining safety practices hazard control and healthy working conditions: experience with facility inspections audits and site visits preferred; familiarity with terminology & products related to standard safety OSHA/NIOSH and facility maintenance operations required.
• Strong interpersonal and customer service skills are required: enthusiasm sensitivity and respect for all consumers is required; must be able to maintain a high level of confidentiality for all items of a sensitive nature; requires experience working with staffs/general public diverse individuals/groups from diverse back-grounds in a variety of settings; must have experience engaging individuals at all organizational and business levels both internal and external.
• Must have fiscal management experience; knowledge of budget components allocation methods developing and monitoring budgets required; requires ability to conduct project and cost analysis; must be able to create and assist in maintaining finance logs/data base systems to monitor assigned BSO purchasing activities.
• Requires proficiency in use of all Microsoft Office products; familiarity with Telcom PBX systems and associated systems and applications; ability to develop and manage program data base systems; ability to maintain consumer & vendor information required; analyzes and interprets progress in meeting BSO service outcomes; ability to complete input and documentation in preparing reports presentations and announcements on Dept. status in meeting goals.
• Bi-lingual capabilities preferred: English/Spanish.
• Requires the physical health and physical capability to work in office facility/construction settings.
• Requires a valid NYS Driver s License and access to reliable transportation daily.

Please Forward Resumes and Applications to:

Human Resources Department

Action for a Better Community Inc.

400 West Ave

Rochester New York 14611

Email:

Deadline for Resumes and Applications: Open Until Filled

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