Ref: TBD
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TITLE: Business Manager, Central Office
\r\nREPORTS TO: Assigned Supervisor
DEPARTMENT: Assigned Department
CLASSIFICATION: Classified Management
FLSA: Exempt
WORK YEAR/HOURS 261 days / 7.5 hours
\r\nISSUED: Created: May 2014
\r\nSALARY GRADE: ADCL 14
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BASIC FUNCTION: Support the assigned supervisor by guiding and managing the operational and service functions of the department, including management of staff, budget, technology resources, compliance record-keeping and other department operational service functions.
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REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to accurately reflect the principal job elements).
ESSENTIAL FUNCTIONS
- Work in partnership with assigned supervisor to identify optimal scope of role within the department.
- Act as advisor to assigned supervisor on all questions relating to the operational, business and financial affairs of the department.
- Assign personnel and resources to accomplish specific goals and objectives and to utilize scheduling techniques for the coordination of tasks to maximize personnel and resource utilization; develop and implement a plan for the effective operational management of the department.
- Identify and implement techniques for motivating others, delegating authority, decision-making, information processing, planning and allocating resources.
- Manage all assigned staff, including clerical support staff and Office Managers, which includes: recruitment and effective job structuring, as needed; guidance on professional development; engaging employees in meeting the goals of the department; and employee evaluations.
- Ensure effective processing of all Human Resources and Payroll documentation, which includes: paperwork for new and current employees; time/absence reporting; payment for extra duties; and troubleshooting with relevant departments, as needed; identify and resolve discrepancies in budgets, payroll, human resources, etc....
- Ensure compliance with state, federal and legal requirements for department funds and contracts.
- Working in conjunction with supervisor, develop a budget that meets the needs of the department.
- Prepare budget calendar to meet the time constraints for budget preparation.
Analyze available budget resources and determine the best resources to use for each expenditure, bearing in mind restrictions on certain funds, and advise the supervisor as needed.
- Manage budget and funds for the department, and develop and keep accurate related documentation, including all documentation needed to demonstrate compliance with restricted and contract funds, providing up-to-date reference and audit trail; establish and maintain a system for budget control; conduct weekly/monthly budget meetings.
- Assist in communicating the relationship between programs, revenues and appropriations of the department to stakeholders.
- Ensure all financial reporting is in compliance.
- Manage department contracts, grants and agreements/MOUs.
- Serve as department liaison for matters submitted to the Board of Education, maintain Board submission calendar and ensure Board items are submitted on time; inform supervisor of Board submission delays and concerns; prepare documents for Board presentation.
- Ensure contract development in accordance with OUSD established guidelines and manage timely invoice submission and payments to contractors.
- Prepare reports and presentations using a variety of technology and programs as assigned.
- Receive, process, facilitate, and disseminate information between the department and other District departments, and the general public; maintain the confidentiality of sensitive information; ensure timely responses as necessary.
- Oversee the effective ordering, receiving and management of department supplies.
- Manage site facilities issues, including maintenance requests and modernization or improvement projects, as needed.
- Ensure high-quality data entry and maintenance of department records.
- Oversee the creation and/or updating of a site-specific emergency plan and manage ongoing drills and effective disaster preparation.
- Research and apply for possible sources of grant funds for projects, in accordance with OUSD grant policies as needed.
- Conduct relevant analyses and develop and manage solutions.
- Represent the supervisor when absent at meetings and committees as needed.
- Assist supervisor with various projects as needed.
- Participate in meetings, workshops, seminars and conferences to enhance awareness of new concepts and changes, and for conveying and/or gathering information required to perform functions.
- Respond to inquiries from a wide variety of internal and external parties to provide information, facilitate communication among parties and/or providing direction.
- Attend Board and other meetings as required.
- Assist clerical staff as needed.
- Provide cross-training to other staff members within the department.
- Perform related duties as assigned.
MINIMUM QUALIFICATIONS:
TRAINING, EDUCATION AND EXPERIENCE: Any combination of education, training and/or experience equivalent to: a Bachelor’s degree in public or business administration, or a related field, and at least five years experience in staff management and department administration or business/nonprofit operations.
LICENSES AND OTHER REQUIREMENTS:
- Valid California Driver’s License
- Employment eligibility will include fingerprints, Tuberculosis and/or other employment clearance
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
- Complex, diverse, technical methods of District and Department operations
- District policies, State Education Codes, and other laws, rules and regulations related to assigned duties
- Procedures, methods, techniques, and strategies utilized in managing processes and procedures for a major District Department
- Employer-employee relations and bargaining unit agreements
- Correct English usage, grammar, spelling and punctuation
- Computer and other office equipment
- Budget management, database management and systems applications
- Public relations techniques
- Financial record-keeping, procedures, policies and regulations
- Composition of correspondence and reports using excellent English and correct grammar, punctuation and spelling
- Formulation, interpretation and explanation of rules, policies and procedures
- Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students and staff
- Effective staff management and evaluation
- Basic math including calculations using fractions, percents and/or ratios
- Operation of standard office equipment, including computers, and work effectively with software applications, including Word, Power Point, Excel, and other technology solutions
ABILITY TO:
- Maintain confidentiality in all phases of position
- Work with frequent interruptions
- Effectively present information, communicate positively and respond to questions from administration, Board, staff, students and the general public in a pleasant manner
- Proactively and independently analyze problems and develop and implement solutions
- Prioritize responsibilities and meet established timelines and deadlines
- Learn new software applications and train staff, as needed, on a broad range of tools and other applications
- Work as an integral member of the department leadership team
- Build highly-functioning relationships with the leadership and support staff
- Establish and maintain effective working relationships with others of diverse backgrounds, experience, and personalities
- Motivate, guide and supervise employees
- Prioritize and delegate department roles
- Handle stressful situations, organize and maintain numerous details and work independently
- Creatively use resources to resolve operational challenges
- Communicate effectively both in writing and in orally (one-on-one and in groups)
- Manage multiple projects simultaneously
- Work under limited supervision following standardized practices and/or methods
- Plan and manage projects
- Prepare and maintain accurate records
- Track budget expenditures
- Read technical information, compose a variety of documents, and/or facilitate group discussions
- Analyze situations to define issues and draw conclusions
- Analyze issues and create action plans
- Independently work with others in a wide variety of circumstances
- Work with a diversity of individuals and/or groups
- Attend Board meetings when necessary
- Read, interpret, apply, and explain rules, regulations, policies, and procedures
- Independently perform research, analysis and other assignments
- Apply concepts of change, group dynamics, interpersonal relationships, and effective problem-solving
- Analyze situations accurately and adopt an effective course of action
- Operate a computer and office equipment
WORKING CONDITIONS:
ENVIRONMENT:
Office and school environment; driving a vehicle to conduct work; flexible schedule; constant interruptions; need to manage ambiguity and make decisions under demanding conditions
PHYSICAL DEMANDS:
Hearing and speaking to exchange information in person and on the telephone; seeing to read, prepare, proofread and file documents; sitting or standing for extended periods of time; dexterity of hands and fingers to operate a computer keyboard and other office equipment; kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally, to retrieve and store files and supplies; lifting objects up to 30 pounds, occasionally more.
NON-DISCRIMINATION POLICY:
The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.