DIVISION MANAGER (BUISNESS ADMINISTRATION AND OPERATIONS)(UNCLASSIFIED)
City of Cincinnati
General Statement of Duties
Under the direction of the Department Director, the Division Manager of Business Administration plans, manages, organizes, directs, supervises, and may personally perform professional activities associated with budget development and implementation, purchasing, human resources, information technology, and inventory management. As a member of the leadership team, the Division Manager of Business Administration will be involved in a range of strategic planning and internal initiatives and work closely with the leadership of the department.
Minimum Qualifications (KSAs)
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Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs which may be required.)
Knowledge of:
Purchasing, inventory control, policy development, and technology operations.
Financial management and accounting.
Experience with audit, legal compliance, and budget development.
Organizational development and human resource management.
Regulatory standards and policies related to the Human Resources function.
Principles and processes for providing customer and human resource services to include a customer needs assessment, meeting quality standards for services, and evaluating customer satisfaction.
Administrative procedures and systems for management of files and records and office general operating procedures.
Skill to:
Managing others and empowering staff to make decisions.
Evaluate technology needs for operational efficiency and enhancement.
Maintain various records, documents, reports, and statistics.
Motivate, develop, engage, influence, and direct people as they work, identifying the best
talent for the job.
Consider the relative costs and benefits of potential actions to choose the most appropriate one.
Bring others together to reconcile differences.
Identify complex problems and review related information to develop and evaluate options and implement solutions.
Manage one's own time and the time of others.
Effectively manage the daily operations and administration of assigned functions.
Effectively communicate, orally and in written form with staff, union representatives, City Manager, Council, Civil Service Commissioners, vendors, and others.
Ability to:
Excellent communication and relationship building skills with an ability to prioritize,
Participate in the development and administration of division goals, objectives, and procedures.
Prepare and administer large program budgets.
Prepare clear and concise administrative and financial reports.
Analyze and interpret complex financial information.
Conduct and review financial audits.
Interpret and apply departmental and City financial policies and procedures.
Interpret and apply federal, state, and local policies, laws, and regulations.
Implement and maintain positive employee relations.
Promote and maintain highest integrity throughout all personnel.
Interact with computers.
Coach and develop others.
Organize, analyze, interpret, and evaluate laws and policies and procedures.
Prepare meaningful, concise, and accurate reports.
Plan, organize, and develop studies and analyses of methods and procedures.
Interact with outside organizations.
Evaluate information to determine compliance with standards.
Organize and present data.
Evaluate program areas and employee issues and develop effective solutions.Examples of Work Performed:(Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks which may be performed.)
Finance, Budgeting, Purchasing and Operations
Overall financial management responsibility including the review and approval of monthly, quarterly, grants accounting, and annual financial reporting while working closely with the Central Budgeting Office to ensure a consistent method of operation across the organization.
Oversee budgeting, financial forecasting for the department, and coordination of audit activities as well as accounts payable and receivable.
Oversee departments' purchasing program to include contract management, request for proposals, and SBE goals and initiatives.
Oversight for inventory management for the department, and coordination of fiscal audits of items within the stores program area.
Design, revise, and implement departmental procedures which align with the City's policies and procedures for the above areas and those assigned as necessary.
Human Resources
Oversee the human resources function of the department and works closely with the Central HR Department to ensure a consistent method of operation across the organization.
Oversee the employee/labor activities within the department including grievances, corrective actions, contract interpretation, and building effective labor partnerships.
Oversee the staffing/recruitment of talent for positions within the department.
Oversee departmental professional development performance evaluations and performance management program to educate, engage, and empower employees.
Oversees departments' payroll activities.
Design, revise, and implement departmental procedures related to the above areas that are aligned with the City's policies and procedures.
Technology
Oversee the technology infrastructure for the department by working closely with the Central ETS department to ensure a consistent method of operation across the organization.
Oversee the recommendation and implementation of new technology to support key capabilities as required for future growth, and to support and drive key initiatives.
Responsible for the management of current technology and equipment including licensing, upgrades and enhancements, system refresh program, server management and all other items associated with the current systems.
Responsible for managing public outreach efforts associated with the office's website and social media platforms to build awareness of office initiatives and programs.
Administration
The Division Manager of Business Administration will work closely with the Director and Deputy Directors on administrative processes with a goal of continuously developing and improving systems.
Responsible for preparing cost benefit analysis.
Responsible for report development and presentation of information.
Required Education and Experience
Each applicant must have Bachelors' Degree in Finance, Accounting, Human Resources, or closely related field and a minimum of seven years of experience with at least five years of financial, administrative and/or human resource management experience at the mid-management level and at least two years of supervisory experience. An MBA/MPA or relevant advanced degree is preferred.
The required education and experience for this unclassified, senior leadership position are highly preferred. Education may be substituted for experience and relevant and specific experience may be substituted for education at the discretion of the hiring authority.
OTHER REQUIREMENTS
A valid Driver's License may be required.
Must be an excellent communicator and team builder.Working and Physical Conditions
Environmental Conditions: Office environment; exposure to computer screens.
Physical Conditions: Essential and other important responsibilities and duties require maintaining physical condition necessary for sitting, standing and walking for prolonged periods of time; general manual dexterity required.
HR Contact: Kelli R. Wright; kelli.wright@cincinnati-oh.gov
