Business Manager

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Job description

Posting Open Until Filled

General Description & Classification Standards

This class is responsible for overseeing the operation of several areas of administrative services for the Department of Grants & Community Development (DGCD). Duties at this level include but are not limited to; assisting the department head by performing professional tasks in the areas of human resources, budgeting, planning, and training; representing the department by attending various meetings, training sessions, and programs that require presentations for the department; and acting as a liaison for numerous occasions. This is an experienced professional level capable of carrying out most assignments typical of the profession with limited guidance or review. This level would be considered promotional and attainable by incumbents in a work group who demonstrate the necessary knowledge and ability.

Supervision Received

Works under very general supervision. Depending on the organization structure may work independently with responsibility for an assigned function or program. Supervision Received The Business Manager I position works under very general supervision. Depending on the organization structure may work independently with responsibility for an assigned function or program and will receive guidance and oversight from DGCD's Commissioner and Deputy Commissioner.

Essential Duties & Responsibilities

These are typical responsibilities for this position and should not be construed as exclusive or all-inclusive. May perform other duties as assigned. Demonstrates substantial understanding of the job requirements and applies knowledge and skills to various tasks.

Oversee all HR activities and first point of contact; submit RTF for open positions and manage the process, process RTEOs, maintain updated job descriptions, onboard new hires, and offboard separating employees

Complete New Employee Orientation (NEO) and required safety training

Department timekeeper (HR payroll); resolve payroll issues, submit change sheet for historical timecard adjustments and final vacation payout

Monitor time, attendance, and payroll reports

Collaborate with HRIS to create and manage position requisitions and job postings in Oracle

Authorize and oversee purchasing requests. Collaborate with Procurement to create and manage purchase requisitions, work POs for purchase requisitions, and receive POs in Oracle

Manage the maintenance and upkeep of vehicles

Develop and recommend office policies, procedures, and systems; ensure smooth office operations

Manage General Fund Administrative budget, provide operational metrics for monthly monitoring, run weekly General Fund reports and track expenditures, and ensure function activity codes are correct and funds are allocated

Track in conjunction with Fiscal Operations the administrative budgets on all grants (salaries, supplies, training) and track expenditures

Administer the department budget by monitoring and tracking expenditures for personnel, operations, and equipment

Maintain a running total on all available funding per position, and track where employees are being paid based on grant allocations

Provide input and assist with annual and quarterly budget forecasting/projections

Work closely with the Finance Manager to prepare the grants personnel paper (including legislation)

Process any invoices for unallowable costs, review, approve, and sign disbursements relating to General Fund expenditures

Manage record-keeping and documentation of organizational changes

Obtain equipment and maintain device inventory

Routinely provides work group leadership, guidance, and training to less experienced staff

Typically has formal project management and skills development responsibilities

The Business Manager must perform other duties as assigned

Knowledge, Skills & Abilities

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

Knowledge of principles and processes for providing customer and personal service, including customer needs assessment, meeting service quality standards, and evaluation of customer satisfaction; performance. Could be the only professional in this specialty in a workgroup

Skill in persuading people to change habits and behaviors; time management of self and others; using logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions, or approaches to problems; listening and communicating exceptionally to effectively convey information verbally and in writing; analytical thinking with demonstrated talent for identifying, scrutinizing, improving, and streamlining complex work processes

Ability to: apply general rules to specific problems to produce sensible answers; work on own initiative and be proactive in developing and improving the administrative functions; schedule activities, meetings, and events; routinely gather, collate, and classify data; analyze data utilizing a variety of complex processes; operate equipment using a variety of standardized methods; work with a significant diversity of individuals and groups; develop and maintain positive working relationships; provide direction

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