Utility Business Operations Supervisor na City of Palm Coast, FL

About the Department

Under general supervision, the purpose of the job is to perform a variety of complex office support and/or administrative duties for a specified unit/department.  Employees in this classification perform both routine and non-routine administrative support duties as dictated by the nature of the work area.  Position may be assigned to a large department and perform a broad array of generalized administrative support functions, or assignment may be to a specialized office wherein incumbents receive initial instruction in specific office operations.  Position is distinguished from other administrative staff, by the degree of accountability of the work, and greater latitude in exercise of independent judgment concerning assigned duties. 

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position. 

• Supervises, directs, and evaluates assigned staff, processes employee concerns and problems, and completes employee performance appraisals; conducts interviews and makes hiring recommendations.

• Oversee administrative workflows related to some utility cost allocation coordination, agenda, resolution documentation, reporting, and record management. 
• Monitor division budgets, develop spreadsheet-based budget performance summaries from Munis, analyze, recommend and prepare budget transfer requests for needed purchases, and prepare documentation for purchase requisitions. 
• Assist in annual budget preparation, and grant documentation support as needed. 
• Coordinate with operations and field supervisors to align administrative processes with field activities.
• Develop and implement standardized administrative procedures to support efficient internal operations. 
• Review and validate data entry into utility management systems (e.g., work order systems, GIS, asset management platforms). 
• Support procurement and inventory tracking in coordination with utility supervisors and finance staff. 
• Serve as a liaison between administrative staff and department leadership to ensure communication and policy implementation.
• Monitor performance metrics and recommend improvements to processes or systems. 
• Compile utility system wide performance results, metrics, and prepare spreadsheet-based charts and tables, along with preparing utility system PowerPoint presentations. 
• Performs related duties as directed.

Position Duties

High School Diploma or GED required; supplemented by three (3) to five (5) years progressively responsible administrative support, and accounting experience to include two (2) years within a lead capacity; or an equivalent combination of education, training, and experience.
Must possess and maintain a valid Florida Driver's License. 

Minimum Qualifications

• Ability to understand and follow verbal and written instructions.

• Skill in business English, e.g., correspondence formats, spelling, punctuation and grammar.
• Intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages and decimals.
• Ability to utilize personal computers, standard office equipment and standard software applications, e.g., word processors, database software, spreadsheet applications.
• Ability to plan, organize, and coordinate schedules and meetings.
• Skill in routine administrative support functions, e.g., bookkeeping, data entry, typing, reports processing.
• Ability to generate routine correspondence, summaries and reports in a clear and concise manner; ability to compose correspondence, summaries and reports.
• Ability to establish and maintain effective records maintenance and file management systems; ability to read, update and maintain various records and files.
• Knowledge of pertinent federal, state and local rules, regulations, ordinances, and other regulatory standards applicable to the work.
• Ability to establish and maintain effective working relationships and communications with co-workers, internal/external customers, department management and the public.
• Ability to multi-task and manage high work volume.

Other Qualifications

• While performing the essential functions of this job the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and lift and/or move up to 35 pounds.

• While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.