Facilities & Fleet Operations Specialist

City of Boulder; Boulder (CO); On-site; USD 32,000 - 47,000; Full time

Job summary

The City of Boulder is seeking an experienced administrative specialist to support the Facilities and Fleet Department across multiple divisions, including training, onboarding, and vendor coordination.

Responsibilities include managing work orders, system administration (Workday/Smartsheets), data analysis, and cross‑functional project support, with a focus on efficiency and customer service.

Qualifications

• Ability to work independently with minimal supervision; to assume responsibility; to prioritize and resolve problems; and to complete tasks while working under pressure in a fast-paced environment.
• Ability to work effectively as a member and leader of formal and informal teams; understands the interests and concerns of others and is able and willing to share and receive information. Can effectively partner with teammates and internal customers to work towards shared solutions.
• Ability to perform focused work and work with a high level of attention to detail.
• Ability to interpret and apply policies and procedures.
• Knowledge of administrative and office management principles and practices.
• Knowledge of purchasing, budgeting, and financial tracking procedures.
• Skill in coordinating multiple projects and priorities.
• Skill in troubleshooting technical and operational issues.
• Skill in providing excellent customer service.
• Skilled in excellent verbal and written communication, including the ability to communicate effectively and to establish and maintain working relationships with individuals at all levels in the organization, and outside vendors.
• Skills and high proficiency at using a variety of software tools and functions, including administration/system configuration, generating reports, including working within spreadsheets and other data collection and analysis tools.
• Must successfully pass a background check before first day of work and maintain acceptable screening.
• Must be able to comply fully with the FBI's Criminal Justice Information Services (CJIS) Security Policy.

Responsibilities

• Coordinate administrative and operational programs within the Facilities & Fleet Department, including building access control, work order and service request systems, project administration, uniform administration, agenda support, training coordination, meeting logistics, hiring support, and employee onboarding and offboarding.
• Serve as the primary point of contact for departmental programs, providing guidance, troubleshooting issues, and ensuring efficient execution of priorities and service delivery across the department.
• Administers and supports a variety of enterprise systems and software platforms, including maintenance management systems, building access control, learning management systems, permitting systems, agenda management tools, Workday, Smartsheets, financial systems, asset management systems, and other departmental applications.
• Provides technical support, system administration, data management, reporting, and process improvement recommendations.
• Researches, compiles, analyzes, and presents data to support departmental operations, decision-making, budgeting, and strategic initiatives.
• Develops, maintains, and implements departmental procedures, documentation, training materials, and internal resources to improve efficiency, consistency, and compliance with city policies and operational standards.
• Coordinates department meetings, events, trainings, and special projects.
• Participates in or leads departmental initiatives and provides project support, research, and administrative coordination as needed.
• Evaluates office and administrative operations to identify opportunities for improved efficiency, customer service, and cost-effectiveness.
• Implements process improvements and operational recommendations within established authority.
• Provides customer service support by coordinating departmental phone and email coverage, triaging inquiries, and directing requests to appropriate staff.
• Coordinates purchasing activities for supplies, equipment, materials, and services.
• Orders supplies and ensures expenditures comply with city policies, budget requirements, and appropriate cost center allocations.
• Serves as a lead worker by assisting with work assignments, coordinating activities, and training temporary or support staff as needed.
• Represents the Facilities and Fleet Department on cross-departmental initiatives, committees, task forces, and advisory groups, fostering collaboration and supporting citywide goals.

Skills

Independent work

Team leadership

Attention to detail

Policy interpretation

Office administration

Purchasing & budgeting knowledge

Project coordination

Troubleshooting

Customer service

Communication skills

Software proficiency

Education

Associate’s degree in business administration

Bachelor’s degree or eight years related experience

Tools

Workday

Smartsheets

Financial systems

Asset management systems

Building access control systems

Learning management systems

Permitting systems

Job description

The City of Boulder is seeking an experienced administrative specialist to support the Facilities and Fleet Department across multiple divisions, including training, onboarding, and vendor coordination.

Responsibilities include managing work orders, system administration (Workday/Smartsheets), data analysis, and cross‑functional project support, with a focus on efficiency and customer service.