Business Administration Director

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Business Administration Director

Market Range:

MR22

Approved Date:

3/8/2024 12:27:13 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

M4

Career Level Description:

Management Level 4

Job Code:

100077

Job Family:

Facilities and Fleet Management

Sub Family:

Facilities Administration

Primary Purpose

Plans, prioritizes, leads and directs business and administration functions for the General Services Administration (GSA) by providing oversight of business process management including fiscal oversight, budget development and management, operating and capital-major and minor, data analytics, and operational evaluation. Supervises the Business Manager, Business Quality Assurance Supervisor, and the GSA Request Center, Criminal Justice Planning (Criminal Justice Support and the County's Jail Diversion Programs), and Support Services (Mail & Courier Services, Move and Warehouse Services).

•

Provides fiscal and business process management oversight for all GSA Divisions. Monitors all GSA budgets. Administers major and minor CIP Budgets. Oversees operational evaluations. Develops business process documentation. Provides budgetary and fiscal training and guidance to Divisional Directors and their fiscal program staff. Implements fiscal and administrative process improvements to ensure consistency across GSA divisions. Oversees all accounts receivables for GSA, including serving as the GSA Treasury Contact. Supervises (directly or indirectly) the business staff (Business Manager, Business Quality Assurance Supervisor, Senior Accounting Technician and GSA Request Center staff).

1

40%

•

Provides criminal justice planning and forecasting relative metrics to support the County and 10th Judicial District. Manages the Jail Alternative Programs. Staffs the Criminal Justice Operations Committee and Court Space Committee. Oversees the development of jail and court data collection and system improvements. Manages Jail and Court Master Plan updates.

2

35%

•

Provides oversight to Support Services, including the Mail and Courier Services and Move and Warehouse Services. Ensures fiscal controls remain in place for postage and surplus. Monitors performance to ensure service delivery model remains efficient and effective. Supervises (directly or indirectly) Support Services staff (Trades Specialist – Mail and Courier Services, Trade Specialist – Moves and Warehouse Services and a Facility Technician).

3

15%

•

Supervises assigned staff by coaching, providing direction for employees, approving timesheets and conducting performance reviews.

4

10%

Position(s) may perform other duties in addition to the above as assigned by management.

•

Responds to adverse weather events and emergency response operations as required for essential employees.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

M4

Career Level Description:

Management Level 4

•

Directs a Division.

•

Creates the short-term strategy for the Division or Function and creates operational plans for Division that align with Department plan.  Actions have direct impact on results of the Department.

•

Responsible for Budget planning and justification.

•

Responsible for making significant improvements of processes, systems or standards to enhance performance of Division or multiple divisions.

•

Oversees employees who pioneer unique ideas or generate new, viable solutions to make improvements or respond to issues.

•

Communicates within and outside the Division(s).

•

Influences others regarding the area of responsibility’s practices and approaches.

•

Achieves goals through teams of managers.  May be responsible for creating workforce and staffing plans for job area to ensure availability of employees and resources.

•

Has hiring, firing, promotion and reward authority for direct reports.

•

Requires broad management and leadership knowledge to lead multiple Work Groups. Typically has master-level knowledge and skills within a specific technical or professional discipline with broad understanding of other areas within the job function.

Qualifications

•

Bachelor's degree

•

Six years of experience in public administration, business administration, accounting or budgeting including at least two years of supervisory experience

•

Equivalent education and experience are accepted

•

Master's Degree

Public Administration, Business Administration, Accounting/Budgeting

•

7 Years

 Public Administration & Supervision; Finance; Budgeting; and/or Criminal Justice Planning

•

Valid Driver's License and "safe" driving record

Upon Hire

•

Strong interpersonal and exceptional oral/written communication skills.

•

Familiarity with developing and managing Capital and Operating budgets, public sector accounting and fiscal management.

•

Ability to interact and communicate effectively with individuals at all levels of the organization with tact and diplomacy.

•

Superior customer service skills, integrity, and commitment to collaboration and forward-thinking efficiency.

•

Excellent problem solving, organizational, analytical, prioritization and decision making skills.

•

Supervisory skills with the ability to see the big, long-range picture and lead others accordingly. Ability to provide guidance and professional support to staff, offer regular feedback, hold staff accountable, and serve as a mentor.

•

Advanced critical thinking and project management skills with ability to multi-task and prioritize.

•

Ability to exercise independent and sound judgment in performing the duties of the position.

•

Ability to demonstrated concern for achieving or surpassing results against an internal or external standard of excellence. Ability to show a passion for improving the delivery of services with a commitment to continuous improvement.

•

Knowledgeable in work place safety practices and PPE to conform with OSHA requirements.

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Professionalism

Thinks carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior. Selects the words or actions most likely to have the desired effect on the individual or group in question. Maintains calmness in stressful or adverse situations. Diplomatically handles challenging or tense interpersonal situations.

Communication

Creates an atmosphere in which timely and high-quality information flows smoothly up and down, inside and outside of the organization; encourages open expression of ideas and opinions.

Customer Service

Balances interests of a variety of clients, and readily readjusts priorities to respond effectively to pressing and changing demands for information, advice and assistance.  Anticipates and meets the needs of clients; achieves quality end products; and commits to continuous improvement of services.

Team Leadership

Willingly cooperates and works collaboratively toward solutions that generally benefit all involved parties; works cooperatively with others to accomplish organizational objectives. Manages staff in ways that improve their ability to succeed on the job.

Fiscal Accountability

Follows fiscal guidelines, regulations, principles, and standards when committing fiscal resources or processing financial transactions. Understands the organization's financial processes.  Prepares, justifies, and administers the program or project budget. Oversees procurement and contracting to achieve desired results. Monitors expenditures and uses cost-benefit thinking to set priorities. 

Change Management

Initiates and/or manages the change process and energizes it on an ongoing basis, taking steps to remove barriers or accelerate its pace.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand complex problems and collaborate to explore alternative solutions

Organization

Organize and prioritize the work schedules of others to manage multiple tasks and/or projects

Decision Making

Make decisions that have significant impact on a department's credibility, operations and/or services

Communication

Communicate in-depth information for the purpose of interpreting and/or negotiating

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X