Office Facilitator II (may be underfilled) – Gallivan Center

Position Title:
Office Facilitator II (may be underfilled) – Gallivan Center
Job Description:
We are looking for an Office Facilitator to support our Gallivan Center team.
About the Position:
The Redevelopment Agency is looking for an Office Facilitator II to provide administrative and secretarial support to the Gallivan Center. This position will research complex topics, policies and practices as needed to facilitate operational goals. Advise team leaders and others on developments which are important to or may impact division. Prepare payroll, collect data, exchange information, answer phone, greet and screen visitors. Relieve management of administrative routine by handling such items as minor purchasing, inventory, petty cash, travel, and meeting arrangements and schedules.
The ideal candidate will have graduated from high school or equivalent and have four years of experience related to project management and office support, including one year experience in research or accounting/bookkeeping, data collection, analysis and presentation prepared on spreadsheet software. Successful completion of post-high school study in related subjects may be substituted for experience on a year-for-year basis.
About the Team:
We are a passionate group of around 13 administrative and operations staff and 20-30 part-time and seasonal staff. We make a tangible impact on our community through robust programming and event activities throughout the year. Here, you’ll find a collaborative and innovative environment.
About the Gallivan Center:
The John W. Gallivan Utah Center, located in the heart of downtown Salt Lake City, is a premier, year-round, urban destination. Featuring a lush grass amphitheater, public plazas, a banquet and meeting center, a public ice rink, and captivating art installations, the Gallivan Center serves as a vibrant hub for concerts, exhibits, workshops, public gatherings, festivals, and holiday celebrations. For over three decades, it has provided diverse recreational, educational, artistic, and entertainment experiences for all ages.
Work Schedule:
This position typically works Monday – Friday from 8:00 a.m. – 5:00 p.m.

Position Hourly Range:
Office Facilitator II – $23.53/hr. – $32.08/hr.
Office Facilitator I – $22.19/hr. – $29.09/hr.

This position is eligible for full city benefits, including:
Health Insurance (95% of premium paid by city)
Dental, Vision and Life Insurance
Paid vacation and personal leave
Six weeks of paid parental leave from day 1 of employment
Retirement contributions toward a pension plan and/or 401(k)
A robust Employee Assistance Plan (EAP)
Up to $4,000 tuition reimbursement annually
Discounted supplemental benefits like pet insurance and legal services

Learn more about our benefits here:
https://www.slc.gov/hr/benefits-and-wellness/
.

IMPORTANT: Early application submittal is encouraged. This position will remain open until filled and may close at any time without notice.
Key Responsibilities:
Acts as liaison with other departments, divisions, outside agencies, committees or boards. Develops and maintains confidential and non-confidential files. As needed, performs duties of private secretary for department or division head.
Prepares various statistical and budgetary reports. Researches topics or issues, collects and tabulates data, and composes/word-processes narratives and spreadsheet presentations. Performs bookkeeping duties to monitor budget expenditures, petty cash, supply inventories and other accounts. Orders and distributes equipment, supplies and furniture. Prepares requisitions, receives and checks purchase orders. May make bank deposits.
Performs secretarial and clerical functions for division or work unit. Writes reports, using own analysis of project data. Composes and types correspondence including confidential and legal documents. Authorized to respond in writing on behalf of division. Types memoranda, reports, forms and other materials from rough draft, final working draft, notes, dictation notes, tape recorder or Dictaphone. Assembles, takes and prepares minutes, agendas or other reports. Makes travel arrangements, sets meetings and schedules conference rooms.
Performs duties of timekeeper and payroll preparer. Maintains accurate records of hours worked, secures timesheets, calculates overtime, comp time, callout, callback, shift differential and benefits accrued. Prepares related payroll reports and various personnel action forms, and coordinates with Human Resources to assure compliance with City policy and procedure, union contracts and compensation plans. Maintains job description file.
Coordinates with Workers Compensation division to provide information on cases as requested.
Maintains database of departmental facts and information. Responds to various surveys from associations and other agencies. Assists in employee benefits administration. Answers employee’s routine questions, distributes and assures proper completion of enrollment, change and reimbursement forms.
Staffs various committees as needed, may supervise clerical staff, and performs other related duties as required
Minimum Qualifications:
Office Facilitator II:
Graduation from high school or equivalent and six years’ experience related to project management, data management and office support, including two years experience in research or accounting/bookkeeping, data collection, analysis and presentation prepared on spreadsheet software. Successful completion of post-high school study in related subjects may be substituted for experience on a year-for-year basis. Related subjects may include but are not limited to: Office or business administration, public administration, finance, accounting, economics, business writing, computer science, and community or public relations.
Ability to plan and organize work, relate well with all internal and external customers, and function as an effective team member. Verbal and written communication skill.
Proficiency in use of computers to prepare letters and reports, and perform spreadsheet analysis. Ability to incorporate spreadsheet and word-processing tools in report presentation.
Office Facilitator I:
Graduation from high school or equivalent and four years’ experience related to project management and office support, including one year experience in research or accounting/bookkeeping, data collection, analysis and presentation prepared on spreadsheet software. Successful completion of post-high school study in related subjects may be substituted for experience on a year-for-year basis.
Ability to plan and organize work, relate well with all internal and external customers, and function as an effective team member.
Demonstrated proficiency in use of computers to prepare letters, reports and spreadsheet analysis, and the ability to operate standard and specified technical office equipment.
Ability to accurately schedule appointments, develop and maintain complex filing systems, and keep orderly records.
Ability to maintain positive and effective working relationships and communicate effectively, orally and in writing, with Department management, supervisors, professional peers, other employees, and the general public.
Career Ladder Information:
After two years of successful performance as an Office Facilitator I, during which incumbent demonstrates ability to independently perform assigned duties, including projects that are varied and complex, the incumbent may be promoted to Office Facilitator II. All promotions are contingent on the performance coach’s recommendation, availability of funds, and concurrence of the department and the Department of Human Resources.
Working Conditions:
Light physical effort. Handling of light weights and pleasant working conditions with little or no exposure to hazards. May be exposed to discomfort associated with constant monitoring of computer video display screens.
Intermittent exposure to stress as a result of human behavior.
The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
Offers of employment are contingent on successful completion of a criminal background check in accordance with City policy and applicable law. Criminal offenses will be reviewed on a case-by-case basis and do not automatically disqualify a candidate from City employment.
POSITION HOURLY RANGE
Office Facilitator II – $23.53/hr. – $32.08/hr.
Office Facilitator I – $22.19/hr. – $29.09/hr.
DEPARTMENT
Redevelopment Agency
Full Time/Part Time:
Full time
Scheduled Hours:
40