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Douglas County  1935
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*DIVISION BUSINESS COORDINATOR
Salary Range GC20

INTRODUCTION

This classification performs administrative coordination, reporting, billing, finance and budget oversight to division programs and services.  Coordinator develops, maintains and generates reports using automated systems and other reporting processes necessary to comply with regulatory requirements and the operations of the division, including security and file establishment.  Conducts daily operational activities such as participating in management team meetings, supervising employees and/or volunteers, assisting with identifying and developing staff training on program requirements.  Act as backup to other division coordinators.

EXAMPLES OF PRINCIPAL DUTIES

(Duties assigned to this classification include, but are not limited to, the following examples.)

1. Develop and maintain operational and automated tracking systems necessary to generate ad-hoc and required statutory compliance reporting.

2. Create procedures and verification systems to ensure accurate tracking and reporting of evidenced-based program criteria.

3. Design and implement community report card mechanism outlining progress in meeting pre-identified effectiveness goals relating to key program benchmarks.

4. Develop and maintain accurate tracking system for generating required program-related billing and related revenue streams.

5.  Track and maintain system to ensure employee training and certifications remain current within division; maintain and coordinate division employee performance measurement goals and evaluations.

6. Supervise and/or oversee the daily work of division clerical staff and/or volunteers, providing training and guidance, as necessary.

7. Monitor and coordinate various vendor and services contracts, ensuring proper recording with County Clerk, generating billing and reconciling payment receipts.

8. Responsible for conducting audits of all inventoried items, ensuring proper replacement and usage monitoring.

9. Provide assistance and/or be responsible for special projects, as assigned by department or division head.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED BY THIS POSITION

Knowledge of: Through knowledge of principles and practices of administration including fiscal management, budget monitoring, personnel and program management; considerable knowledge of fiscal monitoring and budget coordination techniques and procedures; considerable knowledge of database development, statistical data collections and research techniques and procedures; considerable knowledge of record keeping and reporting.  Skill in: Collecting, analyzing and reporting data for division operations and programs; report writing and composing correspondence; processing information using automated equipment; personnel assessment, leadership, delegation and evaluation of staff and volunteers.  Ability to: Communicate effectively in both oral and written forms; conduct research and establish and maintain records, reports and statistical data; plan and organize administrative office operations, including developing office systems, policies and procedures; plan, organize, assign, coordinate and review work of clerical staff and volunteers; utilize problem identification and resolution techniques; remain calm and use good judgment during confrontational or high pressure situations; make decisions independently in accordance with established policies and procedures, establish new procedures when applicable, and use initiative and judgment in completing task and responsibilities; maintain confidentially; courteously meet and deal effectively with other employees, agencies, advisory boards, committees, consultants, contractor, vendors and the public.

Education, experience and training: Bachelorís degree in business administration or related field which includes course work in accounting and information systems and two years progressively responsible work experience in management or administration which includes supervisor and/or program management experience OR Associateís degree in business administration and four years progressively responsible work experience in office management, program management and/or supervision OR six years progressively responsible work experience related to supervisory and/or program management experience OR a satisfactory equivalent combination of education, experience and training.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed under the guidance of the department or division head.  The employee works independently in administering a complex area of responsibility and confers with supervisor for professional advice.  Discretion is required in applying general goal and policy statements, in development of recommendations to meet statutory requirements, policies and procedures and in resolving program problems.  Work is accomplished within a broad framework, with authority and responsibility in area of service.  Periodic reviews of work performance area conducted in terms of expected results.

GUIDELINES

Work is performed in accordance with defined departmental policy and procedures; federal, state and county statutes, rules, regulations and ordinances; personnel rules, fiscal and accounting reference materials, software and equipment manuals, specialized reference materials.  Employee uses seasoned judgment in interpreting guidelines and contributes to modifications of existing departmental guidelines by recommending changes or adapting guidelines to problems encountered.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Work is performed in an office environment and is generally sedentary; may require bending color identification, gripping with hands and fingers, hearing voice conversation, keyboarding, lifting/carrying up to 34 pounds, pulling, pushing, reaching, sitting, standing and walking.

 
   
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