Business System Specialist Series

Want to join a high performing team of business systems professionals who are passionate about facilitating the use of technology and data to support business needs? Are you someone who enjoys analyzing and visualizing data to create information to inform business decisions? Are you interested in being part of a dynamic Public Works department that uses data to assist with managing the life cycle of the city's infrastructure?
 
The City of Carlsbad has immediate openings for Business Systems Specialist professionals in the Public Works department. We are accepting applications for all levels of the Business Systems Specialist series. These positions play an integral role in helping Public Works staff use technology and data to support their business needs. The Business Systems Specialist series performs an internal consultancy role for Public Works with responsibility for gathering requirements for technology and data, conducting business process reviews, providing data and researching options for the use of technology to support business needs.
 
About Carlsbad
The City of Carlsbad is ideally situated in north San Diego County where a great climate, beautiful beaches, lagoons and abundant open space combine with world class resorts, well planned neighborhoods, a diverse business sector and a charming village atmosphere to create the ideal California experience. Carlsbad's 113,000 residents enjoy a healthy, outdoor lifestyle, appreciate high quality community services and want to protect their excellent quality of life. Carlsbad is known for its strong financial health, with a AAA credit rating and solid cash reserves.
 
What's the job?
All levels of the Business Systems series in Public Works are part of a team that works with Public Works divisions to use technology and data to support business needs by:

• Working with staff to understand the work that Public Works does
• Gathering requirements for data and/or technology
• Conducting business process discussions
• Analyzing and visualizing data about asset and staff performance (reports, charts, graphs)
• Assisting with determining relevant and useful metrics based on business needs
• Implementing QA strategies for important data
• Supporting and training staff on the use of technology in accordance with business processes
• Contributing to and/or leading technology projects

• You are willing to perform a range of tasks from entry level to more complicated.
• You can successfully work with staff at all levels, from field staff to managers.
• You can work independently know when to check in.
• You find it easy to establish rapport with people.
• You enjoy working with data and helping people to turn data into information.
• You have excellent communication skills, both written and oral.
• You have strong customer service skills.
• You can balance the need to adhere to processes with the need to provide service.
• You are comfortable in maintenance yards as well as offices.
• You would appreciate a work environment that is collaborative.

The following duties are typical for this job series. Incumbents perform some but not all of the listed duties and/or may be required to perform additional duties to meet the city's business needs and changing operating practices. Other duties may be required and assigned.
 
Business Systems Associate:
 
Responds to end user requests.
 
Runs reports using Crystal Reports and formulates custom reports; creates visualizations of requested data using Crystal Reports, Excel and/or Tableau.
 
Participates in workflow discussions; documents business processes using Visio.
 
Supports basic, common business processes and tools specific to Public Works.
 
Carries out assignments under direct supervision.
 
Contributes to technology projects, may lead small to medium projects of a basic scope.
 
Leads requirements gathering sessions for processes of basic to moderate scope.
 
Identifies and researches specific client requirements for projects and builds a working knowledge of application and/or system workflow, basic system and reporting specifications.
 
Develops and implements alternatives to address or correct problems of a basic to moderate scope of complexity.
 
Resolves and supports end users with utilization of work management systems; may work with vendors to solve specific issues.
 
Participates in testing of Public Works applications; helps develop use cases to ensure testing supports business processes.
 
Writes training materials for basic system functions; conducts basic training on the functionality of assigned technology.
 
Ensures data required by business group is tracked and reported correctly.
 
Develops and maintains operation manuals for assigned applications or systems.
 
Business Systems Specialist:

Performs the duties of the Business Systems Associate in addition to:
 
Contributes to or leads technology projects in accordance with generally accepted project management principles; may be responsible for scope development, budget, stakeholder management, communications and risk management.
 
Conducts business process analysis and documents business processes using Visio.
 
Conducts requirements gathering sessions.
 
Builds business cases through evaluation and analysis.
 
Documents business processes.
 
Designs/develops/reports metrics using tools such as Excel, Crystal Reports and Tableau.
Creates quality assurance processes for data entry, utilization and reporting.
 
Develops use cases for application testing.
 
Facilitates communication between assigned departments and the Information Technology Department, as well as with vendors for technology support and implementation.
 
Performs application administration functions within assigned business application(s).
 
Utilizes various scripting languages and techniques to enhance workflow automation with assigned application.
 
Exports application data for report writing and analytical purposes.
 
Addresses data problems and inconsistencies.
 
Designs and develops workflow to support assigned department needs for information and/or utilization of software and/or systems.
 
Collaborates with the city's Information Technology Department and/or outside vendors to resolve issues with various data systems.

Obtains bids, quotes; performs Requests for Proposals; selects vendors for technological services; works with vendors through installation and maintenance.
 
Develops and implements methodologies to ensure data integrity.
 
Senior Business Systems Specialist:

Performs the duties of the Business Systems Specialist in addition to:
 
Plans and establishes the strategic plan and/or roadmap(s) for Business Systems; develops strategic initiatives and deliverables for Business Systems consistent and in coordination with the city's Information Technology Department.
 
Performs the role of lead or supervisor; assigns work; distributes workload; authorizes timesheets; approves vacation requests; assists in recruitment processes and conducts performance evaluations.  
 
Performs the role of liaison between business groups and the Information Technology Department, developing and maintaining effective working relationships.
 
Makes recommendations to management and other staff regarding the use of technology and processes to provide solutions for business needs.
 
Ensures support and/or leads the development of technology strategies and initiatives that integrate the vision, mission and values of the assigned major service area and the Information Technology Department technology road map.
 
Researches and analyzes appropriate technology and processes to resolve business problems.
 
Obtains necessary project approvals with senior management of assigned departments and the Information Technology groups.
 
Determines what management systems and applications will be utilized; how the management system will be utilized; reporting requirements; permissions, security and customizations.
 
Manages all project elements, i.e. budgeting, scheduling and communication.
 
Conducts short and long range planning.
 
 

May vary depending on assignment.
 
Business Systems Associate:
 

• Basic principles, methods and techniques to respond to user requests.
• Ability to troubleshoot hardware and software problems of a basic scope.
• Ability to establish working relationships with department users, the Information Technology Department, vendors or professionals.
• Ability to provide excellent customer service.
• Basic knowledge of assigned department operations.
• Knowledge of report writing concepts and tools.
• Knowledge of basic project management practices.
• Knowledge of standard personal computer software packages, including word processing, spreadsheet, database, desktop publishing.
• Ability to perform analysis and reach sound, logical conclusions regarding user needs and requirements.
• Ability to organize, plan and complete projects.
• Ability to perform connectivity testing and trouble-shooting including use of diagnostic tools and equipment.
• Ability to write basic computer-generated reports.
• Ability to develop training materials.
• Ability to support projects or cross-functional teams.
• Knowledge of basic principles and methods of computer configuration and operation.
• Knowledge of basic principles of computer science.
• Ability to troubleshoot basic hardware and software problems.

• Advanced knowledge of assigned department operations and business processes.
• Knowledge of relational databases.
• Knowledge of and the ability to perform project management.
• Ability to generate and write complex reports by extracting data and information.
• Ability to design and develop workflow, custom reports or various custom integration of assigned applications.
• Ability to lead and manage projects.
• Ability to perform process and data analysis, research business problems.
• Ability to set-up, fix errors and change procedures and protocols for utilization of software applications.
• Ability to support multiple business processes.
• Ability to maintain and manage the operations of software applications and achieve optimal technical performance and user support.
• Excellent written and oral communication skills.
• Knowledge of integrated systems of area assignment.
• Knowledge of computer operating systems.
• Knowledge of local area and wireless network principles.

• Ability to lead and supervise others.
• Ability to establish relationships with all levels in the organization.
• Ability to lead, develop and execute project management of significant projects with considerable impact on assigned departments.
• Ability to deal with controversial or sensitive issues.
• Ability to create, manage and meet deadlines for self and others.
• Ability to establish and recommend technology solutions to senior management.
• Ability to deal with multiple high priority issues simultaneously.
• Knowledge of computer programming principles, techniques and architecture; procedures for administrative and business applications.
• Ability to prepare complete and concise systems specifications and documentation consistent with area assigned.
• Ability to investigate proposals for new systems or modifications, and prepare feasibility reports and time and labor estimates; coordinate and control the development and implementation of major system design or modification projects.

Business Systems Associate: