Business Client Supervisor

Long Beach
Apr 07, 2017
Institution Type
Community College

Business Client Supervisor

Salary: $4,301.00 - $5,228.00 monthly
Job Type: Full-Time
Job Number: 17-069
Location: Long Beach, CA
Department: College Advancement Economic Resource Development
Closing: 4/26/2017 4:00 PM Pacific


GENERAL PURPOSEUnder the direction of a designated College Advancement and Economic Development (CAED) Director this individual is responsible for a variety of coordination, support, and management of administrative activities for assigned projects and grants to deliver small businesses programs and services. Provides oversight and direction to program administrative staff, coordinates business advisors; oversees customer service function for clients; manages all workshop/training events and resolves client concerns and issues as necessary. Prepares all program reports, narratives and invoices per program requirements; monitors and tracks program budgets, performance and measurement of goals and objectives, and analyze data. Manages day-to-day program operations in coordination with program managers (if applicable), reviews and implements program policies and procedures to ensure compliance with program requirements communicates with all Stakeholders and Funding Partners and assists Director to improve and streamline operations and processes as necessary. Develops and coordinates meetings, trainings, and event schedules, customer service for projects/grants activities with projects/grants, including external communications with partners. Assists Director in special projects and other duties as assigned to ensure successful operations and management of program and service delivery.

ESSENTIAL DUTIES AND RESPONSIBILITIES The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
  1. Coordinate and interface with a wide spectrum of small business owners, including regular communications regarding project/grant information, activities, deadlines, requests, and invitations to special program events.
  2. Responsible for being single point of contact for client intake; explains and presents procedures and services eligibility requirements to clients, and manages compliance of funder documentation requirements for service delivery.
  3. Responsible for the preparation and submission of all reports to program funding agencies.
  4. Ensures compliance with Privacy Act of 1974 and client confidentiality of client records/files per program requirements.
  5. Responsible for providing highest level of customer service to clients, including referrals to training programs, business advisory services, and other partner programs relevant to small business owners.
  6. Develops budget spreadsheets and is responsible for tracking and monitoring of budget, expenditures, and program income reconciliation and prepares regular invoices per project/grant and Fiscal specifications/instructions, including interfacing with Fiscal Operations accounting staff to ensure accuracy of invoices.
  7. Interprets and implements policies and procedures to ensure program operations and services are in compliance with funder and LBCCD program goals and objectives.
  8. Develops, coordinates and oversees events, workshop/training schedule, and staff schedules.
  9. Utilize and maintains multiple databases and reporting systems; generate reports and present in appropriate formats to Director. Oversees data-entry by staff and business advisors to ensure accuracy, produces statistical and narrative reports, and analyzing client reports to ensure performance and goals of the program are being met.
  10. Conducts client research, needs assessments, and surveys as necessary to support program objectives for small business owners.
  11. Represents LBCCD in a professional manner at community, business, and partner events, exhibits, and meetings related to small business and economic development. Manages all exhibitor obligations at all community and regional events.
  12. Implements marketing, promotional and outreach activities for the assigned program, interface with media as directed or needed, including print, broadcast and web/online efforts.
  13. Responsible for scanning media (print and electronic) to stay current with small business and economic development news.
  14. Responsible for interfacing and coordinating program activities with all external program partners.
  15. Interfacing with clients, community leaders, press and media as directed on behalf of the program while exercising tact, discretion and diplomacy and in dealing with sensitive and complex issues and situations, and escalates issues to Director as appropriate.
  16. Provides general administrative confidential support such as preparing correspondences, responds to client emails/requests, prepares reports, PowerPoint presentations, developing budget spreadsheets and is responsible for inventory and equipment management for projects/grants.
  17. Provides administrative and database support for delivery of alumni services and the recruitment outreach process as applicable to projects/grants.
    1. Supports the Director as required to deliver a high quality and effective project.
    2. Performs other duties as assigned by Director.

    Knowledge of:
    1. General business management and systems organization, particularly as applied to small businesses.
    2. Intermediate to advanced web research and information retrieval methods.
    3. Public speaking and presentation skills with varied audiences.
    4. Customer service concepts and skills, including telephone etiquette.
    5. Intermediate to advanced computer applications usage including computer office applications, such as Word, Outlook, Power Point, Excel, Publisher and Visio.
    6. Correct English usage, grammar, spelling, punctuation and vocabulary.
    7. Office and records management practices and procedures.
    8. Principles and practices of sound business communication.
    9. Principles and practices of effective supervision, including working professionals and subject matter experts.
    Ability to:
    1. Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
    2. Organize, set priorities and exercise sound independent judgment within areas of responsibility.
    3. Manage programs and provide leadership in a professional office environment
    4. Develop, support and supervise projects with the public and private sectors.
    5. Maintain complete, comprehensive records and files, with high level of attention to detail.
    6. Effectively operate and use standard business software regularly.
    7. Communicate clearly and effectively, orally and in writing with diverse populations.
    8. Work a flexible schedule, to include evenings and weekends.
    9. Prepare clear, concise and comprehensive correspondence, reports and other written materials.
    10. Organize, set priorities and exercise sound independent judgment within areas of responsibility.
    11. Exercises tact, discretion and diplomacy in dealing with sensitive and complex issues and situations when interfacing with clients, community leaders, press and media.
    Education, Training and Experience:A typical way of obtaining the knowledge, skills and abilities outlined above is a Bachelor's degree in business, marketing or a closely related field; and two years of increasingly responsible office support, operations, and management experience, in a professional business environment; or an equivalent combination of training and experience. Experience in working with small business and bilingual (Spanish) preferred. Licenses; Certificates; Special Requirements:A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance policy.

    Additional Information
    PHYSICAL AND MENTAL DEMANDSThe physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical DemandsWhile performing the duties of this job, the employee is regularly required to sit; talk and hear, both in person and by telephone; use hands to finger, handle and feel or operate computers and standard business equipment; and reach with hands and arms. The employee is frequently required to stand and walk. Specific vision abilities required by this job include close vision and the ability to adjust focus. Mental DemandsWhile performing the duties of this class, the incumbent is regularly required to use written and oral communication skills; read and interpret complex data, information and documents; analyze and solve complex problems; use math/mathematical reasoning; perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks; work with constant interruptions, and interact with District management, staff, contractors, consultants, vendors and others encountered in the course of work.
    WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    The employee works under typical office conditions, and the noise level is usually quiet.

    The Long Beach Community College District is committed to the principles of equal employment opportunity. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity and are not subject to discrimination in any program or activity of the District on the basis of ethnic group identification, race, gender, color, language, accent, citizenship status, ancestry national origin, age, sex, religion, sexual orientation, transgender, parental status, marital status, veteran status, physical or mental disability or medical condition, or on the basis of these perceived characteristics.

    Disability Accommodations
    If you require accommodations in the Application or Examination Process, please notify the Human Resources Office at least two days prior to the closing date, by calling (562) 938-4372.

    APPLICATION PROCEDURES:To be considered a candidate for this position, all materials required should be received in the Long Beach City College Office of Human Resources by the Closing Date. Incomplete application will not be considered and disqualified from further consideration.

    It is the applicant's responsibility to ensure that all requested materials are received. All material included in the application packet become District property, will not be returned, and will not be copied. All information qualifying an applicant for the position must be included on the Long Beach City College application. Do not submit a resume with the application. Resumes will be removed from applications. A complete file consists of all of the following:
    1. Completed electronically signed Long Beach City College application electronic form.
    2. Copies of college transcripts showing college coursework and/or degrees. Unofficial copies are acceptable during the application process. Candidates not holding the education requirements for a position must attach a statement in lieu of transcripts requesting an evaluation of experience to meet the position requirements.

    For information on LBCC Tips for Success, please click on the following link:


    Applications will be reviewed for eligibility. Only applicants meeting the minimum qualifications will be invited to participate in the examination process at their own expense.

    The supplemental examination application is the first phase of the examination process. Please answer each question thoroughly. They will be read and scored by Subject Matter Experts. You must pass all phases of the examination process to be placed on the eligibility list.

    Supplemental Questions (Pass/Fail) Screening: Tentatively Scheduled for 05/15/17
    Performance Examination/Qualifications Appraisal Interview (100%): Tentatively Scheduled for 05/24/17
    (Qualified candidates will be notified in writing of the time and location)

    Leaves: Liberal sick leave, holidays, bereavement and emergency leaves are provided for all permanent Classified employees.

    Benefits earned by a regular classified employee working at least 50% or more are as follows:

    Insurance: The District provides medical, dental, vision care, and life insurance for the employee and their dependents.

    Retirement: Classified employees are members of the Public Employees Retirement System (PERS).
    01 Please describe your interest and any related experience directly serving or interacting with small business and entrepreneurs.
    02 A significant part of this position requires interacting with clients, with strategic partners, vendors, and our own advisors. This could all fall under the umbrella of "customer service." Please describe examples of your customer service skills and how your professional attributes assisted in exceling at customer service.
    03 Describe the methods, tools and organization techniques you have used to successfully support day-to-day activities of projects/programs, including how you manage scheduling, setting priorities, meeting deadlines, and supporting multiple activities and projects at the same time.
    04 Please describe your experience with Customer Relationship Management (CRM) software. Please indicate which software you have used and your level of proficiency.
    05 Please describe your experience and proficiency level utilizing Outlook, PowerPoint, Excel, and Word. Indicate other similar software or online tools do you have experience with.

    Required Question

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