What are the responsibilities and job description for the HR Business Operations Administrator- Human Resources (Civil Service) position at City of Dallas, TX?
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Job Summary
Job Description
Overview
The HR Business Operations Administrator provides leadership and day-to-day management of HR budgeting, benefits fund stewardship, contract administration, and HR policy/Administrative Directives (AD) governance. This role oversees preparation, monitoring, reporting, and compliance for both the HR operating budget and the employee benefits fund, as well as the administration of all HR vendor contracts and associated billing alignment.
Reporting to the Assistant Director of Human Resources and serving as the primary operational backup, the Administrator is the department’s expert for finance, contracts, and policy governance—responsible for ensuring accuracy, compliance, and audit readiness—while elevating issues, recommendations, and consolidated outputs for executive review and approval.
This role supervises the HR Finance & Budget team and the HR Policy & Process Improvement Manager, ensuring that financial, contract, and policy operations are well-managed, transparent, and aligned with City policies and the strategic direction of HR leadership.
Essential Functions
1 Oversee day-to-day preparation, monitoring, forecasting, and reporting of the HR operating budget and the employee benefits fund.
2 Supervise and mentor analysts and the Policy & Process Improvement Manager; assign work and ensure accuracy, compliance, and adherence to City standards.
3 Review and validate HR budget submissions, vendor invoices, contracts, and financial reports; prepare consolidated outputs for Assistant Director review/approval.
4 Manage vendor contract compliance activities, including billing verification against contract terms, performance tracking, and issue escalation through resolution.
5 Serve as primary departmental liaison with the Office of Budget Management, Controller’s Office, Procurement Services (OPS), Risk/Benefits, ITS, and auditors on operational matters.
6 Conduct monthly budget/benefits/contract review meetings with HR leadership, highlighting key issues, risks, and recommended solutions.
7 Develop variance reports, dashboards, and audit-ready documentation (workpapers, reconciliations, sign-offs, calendars) for HR leadership review.
8 Lead process improvements to strengthen benefits reconciliation, contract management, fiscal controls, and financial reporting; maintain a catalog of internal controls and attestations.
9 Translate policy changes into procedures, playbooks, and job aids; chair or co-chair the HR Policy Review Board and maintain an annual policy/AD refresh calendar.
10 Support the Assistant Director and HR Director in preparing presentations, responses, and reports for Council, CAO, and external stakeholders.
11 Act as a backup representative for the Assistant Director/HR Director to answer Councilmember or Committee questions related to HR budgets, benefits funds, contracts, and policy; coordinate HR staff attendance for Council or Committee meetings when needed.
2 Supervise and mentor analysts and the Policy & Process Improvement Manager; assign work and ensure accuracy, compliance, and adherence to City standards.
3 Review and validate HR budget submissions, vendor invoices, contracts, and financial reports; prepare consolidated outputs for Assistant Director review/approval.
4 Manage vendor contract compliance activities, including billing verification against contract terms, performance tracking, and issue escalation through resolution.
5 Serve as primary departmental liaison with the Office of Budget Management, Controller’s Office, Procurement Services (OPS), Risk/Benefits, ITS, and auditors on operational matters.
6 Conduct monthly budget/benefits/contract review meetings with HR leadership, highlighting key issues, risks, and recommended solutions.
7 Develop variance reports, dashboards, and audit-ready documentation (workpapers, reconciliations, sign-offs, calendars) for HR leadership review.
8 Lead process improvements to strengthen benefits reconciliation, contract management, fiscal controls, and financial reporting; maintain a catalog of internal controls and attestations.
9 Translate policy changes into procedures, playbooks, and job aids; chair or co-chair the HR Policy Review Board and maintain an annual policy/AD refresh calendar.
10 Support the Assistant Director and HR Director in preparing presentations, responses, and reports for Council, CAO, and external stakeholders.
11 Act as a backup representative for the Assistant Director/HR Director to answer Councilmember or Committee questions related to HR budgets, benefits funds, contracts, and policy; coordinate HR staff attendance for Council or Committee meetings when needed.
Knowledge, Skills, and Abilities
- Deep knowledge of municipal budget development, fund accounting for employee benefits, contract administration, and financial reporting.
- Strong supervisory and team leadership skills with a focus on accountability, coaching, and staff development.
- Ability to prepare clear, accurate, and audit-ready reports, reconciliations, and financial packages for executive decision-making.
- Knowledge of vendor billing, reconciliation processes, and performance/service-level monitoring; ability to align invoices to contract terms.
- Proficiency with Workday, Oracle/AMS or similar ERP/financial systems; advanced Excel and working knowledge of Access or equivalent tools.
- Strong written, verbal, and presentation skills; ability to summarize complex data for executives and elected officials.
- Ability to manage multiple deadlines under pressure while ensuring accuracy, compliance, and risk mitigation.
- Demonstrated capability to lead policy/AD governance, including drafting, stakeholder review, publication, and adoption monitoring.
MINIMUM QUALIFICATIONS
Education
- Bachelor’s degree in Accounting, Finance, Public Administration, Business, or related field.
Experience
- (7) years of progressively responsible experience in government finance, budgeting, or contract management.
AND
- Three (3) years of supervisory/management experience (This experience may be included in the required experience listed above.)
Equivalencies
- High school diploma or GED plus eleven (11) years of the required experience, including three (3) years of supervisory/management experience will meet the education and experience requirements.
- Associate degree in any field plus nine (9) years of the required experience, including three (3) years of supervisory/management experience will meet the education and experience requirements.
- Bachelor’s degree (or higher) in a non-specified field plus nine (9) years of the required experience, including three (3) years of supervisory/management experience will meet the education and experience requirements.
- Master’s degree (or higher) in a specified field plus five (5) years of the required experience, including three (3) years of supervisory/management experience will meet the education and experience requirements.
Other Requirements
- Successful completion of all City of Dallas–required financial and procurement training.
- Must be able to attend meetings in person and work in a hybrid or in-office environment based on operational needs.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
- Availability for peak cycles (budget development and fiscal year close) and evening committee/Council support as needed.
- Adheres to Public Information/Open Records and records retention policies for financial, contract, and policy artifacts.
Preferred Qualifications
- Master's degree (or higher) in Accounting, Finance, Public Administration, Business, or related field preferred.
- Experience in government or large public-sector operating budget and fund management.
- Government finance or procurement certification (e.g., GFOA, CPFO, CTCM, CTCD, CPPB, CPPO); prior ownership of a benefits fund or large multi-funded operation.
- Experience managing vendor compliance for benefits, HR technology, or professional services contracts.
- Demonstrated success preparing financial analyses, variance reports, and presentations for executives, elected officials, or governing bodies.
- Strong background in audit preparation, internal controls, and financial compliance.
- Experience leading financial process improvements, system implementations, or ERP transitions (e.g., Workday, Oracle, AMS).
- Knowledge of grant management and operational fund compliance
Salary Range
$89,442.77 - $111,803.46
The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.
City of Dallas is an Equal Opportunity Employer.
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Questions? Contact our recruiting departments:
Civil Service - civilserviceinfo@dallascityhall.com
Talent - Acquisition hrtalent@dallas.gov
Questions? Contact our recruiting departments:
Civil Service - civilserviceinfo@dallascityhall.com
Talent - Acquisition hrtalent@dallas.gov
Salary : $89,443 - $111,803