Department Business Officer

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

Job Information

Title:

Department Business Officer

Market Range:

MR19

Approved Date:

6/3/2024 2:57:03 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

P2

Career Level Description:

Professional Level 2

Job Code:

100187

Job Family:

Fiscal and Business Management

Sub Family:

Business Management

Primary Purpose

Oversees and coordinates the business operations and activities of a Department including budget, human resources, purchasing and contracts. Assists Department Director in developing operational strategies, plans, or procedures. This role does not formally supervise but may provide leadership to and day-to-day management of other staff, or act on behalf of the Department Director relative to business management functions.

•

Prepares financial documents, reports, or budgets including annual update of Department Business Plan. Prepares reports related to compliance matters. Analyzes financial records to improve budgeting or planning and forecasting data to improve business decisions.

1

20%

•

Directs financial operations. Approves expenditures.  Monitors flow of cash or other resources. Maintains regulatory or compliance documentation.

2

20%

•

In some but not all instances, serves as Human Resources Officer for the Department and coordinates activities with the Department of Human Resources.

3

15%

•

Prepares operational progress or status reports.  Analyzes risks to minimize losses or damages. Recommend organizational process or policy changes.

4

15%

•

Coordinates operational activities with external stakeholders. Establishes interpersonal business relationships to facilitate work activities.

5

10%

•

Develops strategies to maximize revenues. Ensures timely receipt of federal, state and grant revenues. Oversees fiscal reporting and reimbursement requests.

6

10%

•

Monitors internal programs, grants and external agencies to ensure compliance with regulations and contracts. Provides oversight of contracted services budgets and ensures efficient funds encumbrances.

7

10%

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

*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:

P2

Career Level Description:

Professional Level 2

•

Works independently on projects/assignments that impact Work Group results.

•

Work is generally supervised and involves periodic process checks.

•

Responsible for making adjustments or recommended enhancements in systems and processes to solve problems or improve effectiveness of the Work Group.

•

Typically communicates within or outside the Work Group to provide information requiring some explanation or interpretation to reach agreement.

•

May provide guidance and assistance to entry level professionals or support staff.

•

Requires practical knowledge of the Work Group typically obtained through advanced education combined with experience.

Qualifications

•

Bachelor's degree in Business Administration, Public Administration, Finance, Accounting or related field

•

Three years of experience in finance, budgeting, policy or management analysis

•

Equivalent education and experience are accepted

•

Notary Public

Upon Hire

•

Thorough knowledge of fiscal/budgetary theories and methodology

•

Thorough knowledge of applicable County, State and Federal policies

•

Considerable knowledge of office procedures, organizational hierarchy and quality assurance to assure adherence to set procedures and guidelines

•

Considerable knowledge of HR practices

•

Ability to develop written documents and reports and cater information to the sophistication of the audience

•

Ability to provide strategic planning assistance to management

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

Analysis

Examines data to grasp issues, draw conclusions, and solve problems.

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.

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.

Good Judgment

Makes decisions authoritatively and wisely, after adequately contemplating various available courses of action.

Initiative

Does more than is required or expected in the job; does things that no one has requested that will improve or enhance products and services, avoid problems, or develop entrepreneurial opportunities. Plans ahead for upcoming problems or opportunities and takes appropriate action.

Interpersonal Skills

Treats others with courtesy, sensitivity, and respect.  Considers and responds appropriately to the needs and feelings of different people in different situations.  Perceives, assesses, and positively influences one's own and other individuals’ emotions.

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 individual work schedule 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