Business Services & Operations Manager

Business Services & Operations Manager

Employment Type: 0 - Full-time Regular
Pay Range: $92,394.00 - 138,591.00
Location: Castle Rock, CO
Overtime Exempt: Y
Elected Office / Department: FACILITIES

This position is responsible for managing all business services and fiscal operations of the Facilities, Fleet & Emergency Support Services (FFESS) Department. Responsible for compiling, analyzing, and managing data regarding budgetary and administrative activities related to FFESS. As required, report information to department staff, Budget, Finance, and County Management.

Generally, the hiring range is $95,394-$155,493 annually. Qualifications, education and experience as it relates to the position will be taken into consideration when determining hiring salary.

Douglas County offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview please view the full Employee Benefit Guide.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following examples are illustrative only and are not intended to be all-inclusive.)

• Coordinates and develops the FFESS annual operating, capital, and construction budget.
• Complies with deadlines and policies regarding the budgeting process. Verifies budget requests from management staff for accuracy and conformance with established procedures, regulations, and organizational objectives. Prepares requests and presents annually to the Finance Department and County Management.
• Closely monitors budget performance throughout the year and makes budget adjustments via budget reallocations or supplemental budget requests as needed in accordance with spending authority and County policy.
• Analyzes budget patterns, utility usage and forecasts, projects, and expenditures and prepares the annual approved budget.
• Benchmarking utilities for the State of Colorado annually using Energy Star Management software for compliance with state and federal reporting.
• Monitor and update approved budget spreadsheets for accuracy and to balance accounts throughout the year. Identifies budget issues, provides alternative solutions, and resolves problems. Prepares detailed documentation pertaining to discrepancies and/or amendments that occurred in the budget during the fiscal year (supplemental, agenda items, memorandums, etc.).
• Review and approve purchase order requests (outside of Lead Business Services Specialist authority) and all change orders for purchases by the department (operating and project) to ensure budget dollars are available and the department follows Finance's best practices.
• Prepares business plans with a 10- year outlook. Makes necessary updates to the plans per any changes in the business, regulations, or budget. Analyzes actual results to budgets and forecasts; suggests suitable amendments in the budget to Management when necessary.
• Analyze and forecast the annual fixed charges for the entire department for submittal during the annual budget preparation.
• Oversees the FFESS Departments' contracts administration function, participates in contract negotiation, and ensures procedural compliance with County policies.
• Building Leases –Maintain contracts, review renewals with FFESS Director, and work directly with County Attorney's Office for review and final preparation of contracts.
• Establishes, implements, and maintains confidential and time-sensitive personnel-related files; prepares and tracks personnel action forms and requisition forms; updates job descriptions, assists in position classification procedures and the annual performance evaluation process
• Performs other duties as assigned.

SUPERVISION RECEIVED: Works under the supervision of the Department Director.

SUPERVISORY RESPONSIBILITIES: Has direct supervisory responsibilities over the Lead Business Services and Business Services Specialists. Interviews, hires and trains staff. Provides feedback and direction and makes recommendations for termination when appropriate.

INDEPENDENT JUDGMENT: Ability to exercise initiative and sound judgment, handle confidential information, and take immediate action with limited supervision.

MINIMUM QUALIFICATIONS:

EDUCATION and/or EXPERIENCE:

• Bachelor's degree in Accounting, Business Administration, Public Administration, Finance, or related field is required.
• Five years of progressively responsible experience including at least three years of supervisory experience.
• A combination of education and experience may be considered.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge:

• Thorough understanding of generally accepted accounting principles as they pertain to governmental entities as well as best practices
• Must be able to create and maintain electronic and manual records, ledgers, files, and spreadsheets.
• Must be able to complete basic budget/financial modeling.
• Knowledge of financial systems and financial management programs.

Skills:

• Understand and analyze data for planning, budgeting, etc.
• Advanced skills in MS Office programs (Word, Excel, SharePoint, OneDrive, SharePoint, Teams, etc.).
• Familiarity with Oracle/JDEdwards financial software program.
• Understanding of DocuSign preparation and processing for department approvals.
• Ability to add, subtract, multiply, and divide into all units of measure using whole numbers, common fractions, and decimals. Ability to calculate percentages, make fiscal projections, annualize expenses, and pro-rate.

Abilities:

• Apply common sense understanding to interpret and carry out a variety of instructions in written, verbal or diagram form.
• Flexible with changing tasks without loss of efficiency or composure.
• Ability to establish and maintain effective working relationships with staff across various levels of the organization.
• Attention to detail.
• Work unsupervised and with teams.

CERTIFICATIONS, LICENSES, & REGISTRATIONS:

• Must possess a valid Colorado Driver’s License upon hire, with complying insurance. Review of motor vehicle record is required at time of hire and periodically throughout employment.
• This position requires successful completion of a criminal background check including fingerprinting through a national database.

WORK ENVIRONMENT:

Physical Work Environment: Work is generally performed in an office environment and occasional trips to other County buildings or sites to gather information relative to a specific task. Extended work hours may be required to include evenings, weekends, and holidays. May be exposed to the outdoors.

Physical Demands: While performing the duties of this job, the employee is regularly required to stand, walk, sit, talk, and hear. Must be able to Sitting for extended periods of time.

Material and Equipment Directly Used: Standard office equipment (computer, telephone, copier, printer). May operate a county vehicle as needed.

ADDITIONAL INFORMATION:

This position is open until filled, review of applications will begin immediately and continue until a suitable candidate is selected.

The job details outlined in this posting represent a modified summary of the full job description. A full copy of the job description may be requested by emailing HumanResources@douglas.co.us.

In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions. This may mean being available to perform additional duties and hours beyond what is normally required. In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.