The Town of Cary is recruiting a Business Support Specialist to provide dependable, high-quality administrative and operational support within our award winning Utilities Department. This position plays a key role in supporting core business operations by ensuring accurate records, coordinated processes, and providing reliable administrative support across the department. Cary Utilities continues to be dedicated to responsible public stewardship, continuous improvement, and delivering essential services with professionalism and care. This position offers an opportunity to support and further strengthen these efforts through dependable administrative and operational support. If you share these values and take pride in accuracy, collaboration, and service, you are encouraged to apply.

In the role of Business Specialist, you will perform responsible administrative functions which involve considerable attention to detail and exercising independent judgment in a fast paced, highly relational, and adaptive environment. The primary responsibility will be supporting the Utilities department; however, the Business Support Specialist will assist in fostering coordination and communication with multiple departments to ensure a collaborative work environment.

The primary work location for this position will be the Cary Operations Center located at 400 James Jackson Ave, Cary NC. This is an in-office position and is not eligible for hybrid or remote work.

Anticipated Hiring Range: $51,625- $63,377*

Full Salary Range: $51,625- $79,967

*Hiring range varies based on the level of direct relevant experience, and may be higher for exceptionally qualified candidates.*

Serves as the primary support staff for Utilities department, performing a wide variety of administrative tasks in support of business operations utilizing a range of software packages;

Records Management: accurately scans appropriate documents, files electronically, ensures that all information can be accessed as needed; follows State and Federal Records Retention Policies;

Orders, inventories, and maintains supplies for the Utilities Administration Division; provides support for supply inventory management as needed for other Utilities Divisions;

Operates and troubleshoots specialized office equipment and related software;

Prepares and maintains personnel transaction forms, ensuring accuracy and thoroughness; enters NEOGOV requisitions; schedules interviews, assists with onboarding of new staff; coordinates timekeeping system; prepares/submits department payroll;

Assists Division managers and supervisors with invoice and requisition processing; maintains and processes purchasing and accounts payable requests; tracks invoices and provides summary information to managers on request; manages multi-division contracts for the department;

Manages vendor relationships, new vendor setup, resolves vendor concerns and discrepancies and processes payments;

Maintains expertise in contract preparation, execution, and administration, including capital projects; monitors and maintains current COI’s for all vendor contracts;

Assists employees with registration for classes, conferences, hotels, and other travel related requirements;

Plans and/or executes special events, facility usage or other activities as required, i.e. Department meetings, Cary 101, Inside Cary;

Serves as the first contact to a wide variety of citizens, visitors and or staff; refers inquiries to appropriate staff; interprets Town and departmental policies, bringing resolution to citizen and internal staff concerns; serves as liaison between departments;

Operates within a team of support staff/supervisors; communicates appropriately within team concerning project status, deadlines, back-ups, etc.;

Participates in the budgeting process, both Operating and Capital, either in a data collection or coordination role; collects information from outside sources and departmental personnel, conducts research on items, supports managers in the development of draft budget documentation;

Assists in preparation of materials (presentations, reports, etc.) for departmental or inter-departmental meetings;

Maintains FEMA certification inventory of staff trained to work during emergencies (Incident Command Structures series 100 -700); may require flexibility to support departmental response to emergency and/or inclement weather events;

Assists division managers with the development and dissemination of direct public information through letters and door hangers for a variety of citizen impact programs – code enforcement, program education, easements, etc.;

Assists in fostering coordination and communication with multiple departments and ensures a collaborative work environment.

Develops and maintains proficiency in computer hardware/technology, including, but not limited to the following software programs: Microsoft Office Suite products, Oracle, Box, OneDrive, SAS, Salesforce/Chatter/Catalog, Naviline, Executime, DocuSign, Laserfiche, Doculivery, Web Writer, Adobe, Juro provides support and training to department staff in all programs;

Serves as a web writer to the Town of Cary website for the Utilities Department;

Participates on Town and department-wide committees and special task forces;

Serves as department proxy for P-card transactions and timekeeping;

Participates in special department projects, i.e. coordination of yearly health assessment and benefits registration, dissemination of a wide range of information to staff, including Town-wide initiatives, OSHA required safety training and tracking;

Performs others duties as assigned.

Thorough knowledge of standard office practices and procedures, equipment, and support techniques; personal computers and related software. Ability to acknowledge visitors/staff and provide resolution to all inquiries in an effective and efficient manner; collaborate with counterparts to utilize best business practices and procedures; think both creatively and strategically; communicate effectively; follow oral and written instructions; work independently on responsible and confidential assignments; acquire knowledge of the policies, procedures, and services of the Town and departments to which assigned; prepare and maintain complex records and reports; balance and shift priorities in an adaptive environment.

Physical Requirements:
The work in this class is generally sedentary. An employee must be able to talk and hear in order to communicate with other employees and the public, whether in person or through electronic means, and to perform the tasks listed above. Visual acuity is necessary in order to read and write handwritten and typewritten materials and view and operate a computer.
Any combination of education and experience equivalent to graduation from high school and considerable experience in administrative operations or office management in support of business operations.

Requires a valid driver's license with an acceptable driving record.

*Preference will be given to candidates who have experience working within a government or municipality, and who have experience working across departments and multiple levels within an organization.

*Preference will also be given to candidates who have accounting knowledge and experience tracking expenses, contracts, and invoice payment.

Knowledge of Microsoft Office and the ability to operate standard office equipment is required.

Effective oral, written, and interpersonal communication skills with a customer service focus are essential, and organizational skills and the ability to effectively interact with the public is highly desired.

Requires drug testing and background check (which may include criminal check, education verification, finger printing and credit history review) prior to employment.