Business Operations Manager

Position Type:
Managers

Date Posted:
2/10/2025

Location:
Public Works

Closing Date:
02/24/2025 The Town of West Hartford
Announces an Internal Promotional Examination
For the Position of

BUSINESS OPERATIONS MANAGER

APPLICATIONS WILL ONLY BE ACCEPTED ELECTRONICALLY

Application Deadline: Salary Range:
Monday, February 24, 2025 at 11:59 p.m. $119,782 - 148,460 Annually

JOB PURPOSE:

Under the administrative direction of the Director of Public Works, performs highly responsible administrative work managing and analyzing all budgetary, accounting, purchasing, financial, work/asset management systems and program information to support timely effective decision making. Plans, manages, and directs the administrative functions and responsibilities of the Public Works administrative office.

ESSENTIAL JOB FUNCTIONS:

• Responsible for ongoing financial management and analysis of all Public Works funds in conformance with established Town policy and procedures including, but not limited to, general fund, special revenue funds and capitol appropriation.

• Responsible for monitoring and analyzing department work and asset management systems, monitoring established key performance indicators and drafting monthly work reports. Troubleshoot software and implementation with department managers.

• Monitors and analyzes department's accounts payable data, accounts receivable data, payroll system data, and the development and maintenance of accurate, timely records and the preparation of various reports. Monitors, manages, and analyzes financial results, including monthly and yearly financial reporting for the Department of Public Works general fund and other operating/enterprise funds.

• Prepares regular financial reports and various other operating and work flow reports. Responsible for maintaining financial reports for all department divisional revenues and expenditures related to the general and special enterprise funds. Prepares new or revised program and/or budgetary models and forecasts as may be request by the Director of Financial Services or the Town Manager. Provides regular updates on operating and budget financial conditions.

• Develops in cooperation with the Director and Division Managers the annual Public Works budget in accordance with Town budget guidelines and policies.

• Manages implementation of departmental budget expenditures by reviewing and/or authorizing expenditures for goods and services.

• Recommends revisions to departmental policies and procedures, forms, account classifications and statements as the work environment requires.

• Consults with the Director of Information Technology in planning and organizing for information technology management. Coordinates the implementation of technology for all divisions of the Department of Public Works.

• Analyzes work processes, recommends improvements and develops processes and procedures that effectively utilize information technology to enhance efficiency and support management decision making. Coordinates Department of Public Works training for hardware and software utilized by the departmental staff.

• Supervises and directs administrative work including scheduling, assigning, overseeing and reviewing work of office staff. Establishes and clarifies performance expectations, conducts performance evaluations, facilitates employee development and makes recommendations on hiring decisions and personnel actions. Directs the preparation of reports, correspondence and maintenance of departmental records in accord with state and federal law; oversees the maintenance of Department of Public Works' databases related to public works operations; establishes work methods and standards; assures organizational and individual goals are achieved; interprets Personnel Rules, policies and procedures and enforces regulations and applicable contract agreements.

• Establishes and maintains effective working relationships with department staff, work partners and vendors, citizens, public and private organizations and business, other Town staff using principles of good customer services. Ensures department policies and procedures are enforced while maintaining a high level of customer service.

• Acts as the department contact person for financial reporting and communication issues.

• Responsible for designing, implementing and maintaining a system of departmental financial controls that ensures the accuracy of accounting transactions and record keeping.

• Conducts research and studies related to Public Works operations.

ADDITIONAL WORK RESPONSIBILITIES:

• Attends required meetings outside the normal business work day. Meetings occur occasionally and are usually scheduled.

• May act in the absence of the Director, as requested.

• Assumes responsibility for continuing education and professional development and contributes to the professional development of others by attending continuing education programs, professional associations, meetings, conferences, and workshops and through consistent review of relevant literature and training.

• Develops and provides staff training and development to assure efficient and effective operational practices.

• Promotes a customer-oriented philosophy in the Department of Public Works administration and in the Public Works department.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Considerable knowledge of financial and budgetary principles, practices and procedures and their application in a public sector environment.
• Knowledge of information technology practices and application.
• Knowledge of municipal reporting requirements and procedures.
• Knowledge of and considerable skill in the use of data base and spreadsheet applications.
• Knowledge of the principles and practices of supervision and personnel administration.
• Skill in utilizing and implementing modern office methods, technology and practices, particularly as it relates to public works applications.
• Ability to establish and maintain effective working relationships with division managers, subordinates, Town officials, employees and the general public.
• Ability to conduct cost analyses and evaluate budgetary or financial problems, to collect pertinent data in the preparation of reports and statements and design and implement practical and creative solutions.
• Ability to perform a broad range of supervisory responsibilities over administrative support personnel.
• Ability to plan, coordinate and supervise the work of others.
• Ability to create a productive work environment and effectively supervise the work of professional, technical, and clerical employees.
• Ability to interpret and understand engineered plans and processes related to public works projects and responsibilities
• Ability to describe and interpret various financial and accounting data to non-financial individuals and the general public in a clear, concise and understandable manner.
• Ability to analyze balance sheets, and develop and analyze long-term financial models, capital spending plans and make detailed and accurate forecasts.
• Ability to resolve conflict and deal effectively with dissatisfied individuals.
• Ability to evaluate program alternatives and make recommendations.
• Ability to read, understand and interpret complex regulations, laws and guidelines.
• Ability to analyze complex administrative problems, evaluate alternatives, and make creative recommendations
• Ability to produce documents written in the English language using proper sentence structure, punctuation, grammar and spelling.
• Ability to communicate orally and in writing in the English language with others using a telephone, and in group and face to face, one to one settings.
• Ability to establish and maintain cooperative and collaborative working relations with individuals, groups, outside agencies, and the general public.
• Ability to work cooperatively with others in a courteous and professional manner.
• Ability and willingness to attend meetings outside normal business hours.

WORK ENVIRONMENT:

Work is subject to review administratively by the Department Director through conferences and examination of reports and studies. Work is performed primarily in a business office environment which involves everyday risks or discomforts requiring normal safety precautions. Use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals are minimally required.

Manages and coordinates multiple priorities adhering to established time frames and performance standards.

Must be able to reach/bend/push/pull/lift objects weighing up to 15 pounds. Must be mobile and able to perform moderately difficult manipulative skills such as writing, using a keyboard and/or calculator with accuracy. Able to sit and stand for prolonged periods of time. Able to perform tasks with eye-hand coordination.

Must be able to see objects closely as in reading and preparing documents or reports. Able to read reports, plans, review drafts, maps or diagrams and read from a computer monitor. Ability to see objects far away as in driving. Ability to differentiate colors as in architectural plans. Able to hear normal sounds with some background noise and to communicate orally in the English language with other Town employees, architects, developers and the public face to face, one to one settings or using a telephone. May have interactions with agitated individuals.

Must be able to concentrate on fine details with some interruption. Needs to attend to task/function for more than 60 minutes at a time. Able to understand and relate to specific ideas, generally several at a time and to understand and relate to the theories behind several related concepts. Able to remember multiple tasks/assignments given to self and others over a long period of time.

May be exposed to dust and electro-magnetic radiation as in computer screens.

MINIMUM QUALIFICATIONS:

Bachelor's Degree in Business Administration, Finance, or Accounting, and five (5) years experience, at least two (2) years of which should be in a supervisory capacity; MBA or MPA and engineering or construction management experience preferred, but not required; or any combination of education and experience deemed equivalent by the Director of Employee Services.

METHOD OF SELECTION:
Weight Passing Score

Oral Board Examination 100% 70

The Town reserves the right to limit the number of qualified candidates invited to participate in any portion of the selection process. Candidates must achieve a passing score of seventy (70) on the oral examination in order to have their name placed on the Eligible List for this position. An individual appointed to the position must satisfactorily complete a one (1) year probationary period.

APPLICATION PROCESS:
The Application for Employment may be accessed from the Town of West Hartford website at www.westhartfordct.gov under "Jobs". Your resume and letter of interest may be linked to your application.

The Town of West Hartford shall not discriminate on the basis of race, color, creed, age, sex, national origin, physical disability or sexual orientation. The Human Resources Department provides reasonable accommodation to persons with disabilities in accordance with the Americans with Disabilities Act (ADA). If you need an accommodation on the application or testing process, please contact the Human Resources Department. If you need an accommodation on the application or testing process, please contact the Human Resources Department at 860-561-7488 or email Jeton Musliu.

Individuals who do not have access to a computer or need assistance completing an online application may visit the Noah Webster Library or its branches for access and assistance.