Business Manager - Precinct 3

Business Manager

The Business Manager will be responsible for assisting with the daily functions of their Precinct including managing all the business functions of the precinct maintenance center including project recordkeeping; asset management; purchasing and procurement; budget input, monitoring, and adjustments; human resources; payroll administrator; accounts payable and receivable; and all other business, administrative and clerical functions of the maintenance center. Oversees the department's safety program, risk management and claims, and employee wellness program. Supervises and directs other clerical staff and facilities maintenance personnel. Ensures all staff and department activities comply with County and department policies, practices, and regulations. Develops workflow processes and procedures to transfer information from the staff, employees, and field operations into the business environment.

Supervisory Responsibilities:

Supervises one or more employees in their Precinct. Responsible for the overall direction, coordination, and evaluation of these employee(s). Carries out supervisory responsibilities in accordance with the county's policies and applicable laws. Responsibilities include interviewing, hiring, and training employee(s); planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems with approval of department head.

Essential Duties and Responsibilities:

• Serves as the department's chief administrator as it relates to the precinct business office. Audits timesheets for proper entry against timecard records; ensures leave is properly accounted and coded; verifies and corrects entry of overtime and premium pay. Resolves any time discrepancies with supervisors. Prepares and processes all personnel action forms including new hires, terminations, FML, workers compensation, disciplinary actions, and all required Human Resources paperwork for approval of department head. Ensures all human resource actions are in compliance with County, FLSA, State, and federal laws. Counsels employees on County policies and assists employees with benefit enrollment. Registers and ensures new employees receive appropriate new hire training. Tracks and coordinates training for employees. Serves as managerial resource to staff for personnel, human resources, and disciplinary actions.
• Maintains asset management system (Cartegraph) and project records. Inputs labor, equipment, and materials; analyzes data; verifies asset inventory; and generates reports. Audits project records and expenditures from project conception to final closure. Prepares invoices for billing County resources in accordance with Court-ordered interlocal agreements. Prepares and files auditable project records for County and interlocal projects. Develops workflow processes and procedures to transfer information from staff, employees, and field operations into business environment. Updates sign inventory, repairs, and inspections into asset management program.
• Generates requisitions for purchasing roadway materials, supplies, and capital equipment. Receives materials into SAP. Approves requisition payments, monitors blanket purchase order balances, audits invoices against delivery tickets, and certifies amount of payment for roadway materials to Auditor's Office. Tracks all purchases against budgeted line items and maintains current balances on blanket purchase orders. Assists Traffic Control Technician with inventory and supply purchases. Collates in-house budget spreadsheets against published budget and reconciles any discrepancies. Keeps record of all credit card purchases, audits invoices, and verifies payment.
• Analyzes needs and develops budget for business functions of department. Collates budget needs from other supervisors and inputs overall department budget. Tracks and monitors all expenses for entire department budget and makes adjustments accordingly.
• Supervises other office and facilities personnel. Manages all equipment records (usage, repairs, preventative maintenance, etc) and enters into fleet management system. Manages fuel consumption, distribution readings, and fuel purchases. Ensures records are entered into fuel system and environmental records are auditable for TCEQ inspection. Manages facilities person to ensure building remains clean and grounds and landscape are maintained. Oversees preventative maintenance on building and schedules service contractors for major repairs. Coordinates deliveries and pick up for maintenance center, Commissioner's office, and equipment shop.
• Organizes, files, and maintains all employee personnel files and confidential information, project files, and purchasing records in accordance with retention laws.
• Receives telephone calls, mail, and visitors and refers to appropriate person. Takes messages, answers questions, and provides information as needed. Acts as a liaison between precinct constituents, and County departments.
• Coordinates safety program to educate and train employees in order to reduce job-related accidents and injuries. Gathers information and prepares reports for Risk Management for third-party claims and worker's compensation claims. Oversees employee wellness program under the direction of and for the approval of the department head.
• Performs other duties as assigned.

Knowledge, Skills, & Abilities:

• Excellent customer service and communication skills, both verbal and written.
• Ability to work in a fast-paced environment.
• Must be able to stay organized and know how to prioritize the workload.
• Ability to work independently and as part of a team.
• Competency with computers and Microsoft Office 365 Suite.
• Advanced analytical skills.
• Excellent math and accounting skills.
• Ability to multi-task and be detail-oriented

Minimum Requirements:

• Bachelor's degree in business related field or equivalent
• Three (3) years of work experience in a related field (administrative, payroll, human resources, purchasing, accounting or recordkeeping).

Preferred Requirements:

• SAP experience preferred.
• Knowledge of County policies and procedures preferred.

Physical Demands and Work Environment & Other Requirements:

While performing the duties of this position, the incumbent is regularly required to bend, be exposed to burns, carry, climb, climb stairs, be exposed to electrical hazards, grasp/squeeze, use hand tools, hear, keyboard, kneel, lift below the waist, lift to the side/twist, use material handling equipment, tolerate noise, tolerate hot and cold outside temperatures, pull, push, reach, perform repetitive tasks, see color, see far, see near, sit, negotiate slippery surfaces, be exposed to solvents, squat, stand, stoop, talk, twist, use his/her hands, drive a vehicle, walk, use hands spread wide, work at heights, work alone and with others, and work overtime. May be exposed to contentious employees and irate members of the public. Must be able to lift up to 25lbs.