Department Business Manager

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

Job Information

Title:

Department Business Manager

Market Range:

MR21

Approved Date:

5/11/2021 12:22:10 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

M3

Career Level Description:

Management Level 3

Job Code:

100186

Job Family:

Fiscal and Business Management

Sub Family:

Business Management

Primary Purpose

Oversees and coordinates the business operations and activities of a large, diverse Department including general and enterprise budgets, human resources, purchasing and contracts. Links fiscal management to departmental County and departmental strategies, goals and objectives. Assists Department Director in developing operational strategies, plans, or procedures. This role supervises staff directly and may 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 cases, serves as human resources officer for the Department and coordinates activities with the Department of Human Resources.

3

10%

•

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

4

10%

•

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%

•

Manages general human resources functions for the Department business office. Recruits, hires and evaluates employees. Develops training requirements and manages staff.

8

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:

M3

Career Level Description:

Management Level 3

•

Leads Work Groups through other supervisors, managers, and/or professionals.

•

Creates and manages the execution of operational plans for a Work Group that support the achievement of the Division strategy.

•

Typically contributes to overall Division budget planning.

•

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

•

Introduces new ideas and creative solutions to stimulate discussion and thinking in both internal and external situations.

•

Communicates within and outside the Work Group, and may communicate with other parties within the Division or externally.

•

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

•

Achieves goals through managing a team comprised of managers and/or professionals.

•

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

•

Requires broad management knowledge to lead project teams in one Work Group. 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 in Business Administration, Public Administration, Finance, Accounting or related field

•

Five years of experience in finance, budgeting, policy or management analysis, including one year of supervisory experience

•

Equivalent education and experience are accepted

•

Notary Public

Upon Hire

•

Thorough knowledge of fiscal/budgetary theories and methodology

•

Considerable specialized program knowledge and judgment

•

Thorough knowledge of HR practices

•

Thorough knowledge of County, State and Federal policies governing the organization's work

•

Thorough knowledge of Departmental rules, regulations and organizational culture

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.

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.

Organizational Understanding

Understands agendas and perspectives of others, recognizing and effectively balancing the interests and needs of one's own group with those of the broader organization.

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.

Coaching & Mentoring

Works to improve and reinforce performance of others. Facilitates their skill development by providing clear, behaviorally specific performance feedback, and making or eliciting specific suggestions for improvement in a manner that builds confidence and maintains self-esteem.

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. 

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