*DIVISION BUSINESS MANAGER
Salary Range GC22

INTRODUCTION

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

Manager is responsible for management, administration and supervision of a business unit.  Manager may also serve as security coordinator or network administrator for automated departmental systems. 

EXAMPLES OF PRINCIPAL DUTIES

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

1. Develop procedures, policies, materials, forms, filing and other support systems for efficient administrative operations for staff performing multiple functions; responsible for workflow and communication coordination between administrative and professional staff.

2. Develop and maintain operational and automated tracking systems necessary to generate ad-hoc and required statutory compliance reporting.  Prepare monthly reports, as needed.

3. Share leadership role in the development and monitoring of division budget.  Maintain a variety of departmental accounting records and logs; perform various predetermined calculations; reconcile accounts with Management and Finance printouts; code invoices for payment.

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

5. Maintain work-related procedural manuals, ensuring accurate and complete reference and compliance with established guidelines and statutory requirements.

6. Process and maintain confidential documents including personnel, payroll, and other sensitive records.  Assist with recruitments.  Design and compose a variety of correspondence, forms, graphics and reports using a variety of complex automated office equipment.

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

8.  Interpret to public and other departments or divisions information requiring a knowledge of division and departmental policies and procedures and statutory authority in order to provide assistance, exchange information, and resolve issues.

9. Assign and formally supervise the daily work of support staff, providing highly specialized training and guidance, as necessary.   Supervise support staff and is involved in selection, training, and evaluation of employees; plan, organize assign, coordinate and review work of clerical staff; devise and suggest new procedures and changes in work flow.  Supervise the efforts of on-site volunteers, as appropriate.

10. Provide assistance and/or be responsible for special projects, as assigned by department director.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED BY THIS POSITION

Knowledge of:  Thorough 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 collection 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; using software programs such as spreadsheet and word processing, 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 tasks and responsibilities; maintain confidentiality; courteously meet and deal effectively with other employees, agencies, advisory boards, committees, consultants, contractors, vendors and the public.

Education, experience and training: Bachelor’s degree in business administration or related field which includes coursework in accounting and information systems and three years progressively responsible work experience in management or administration which includes supervisory and/or program management experience OR Associate’s degree in business administration and five years progressively responsible work experience in office management, program management and/or supervision OR seven 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 are 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.