Public Works Business Manager

GENERAL STATEMENT
The Public Works Business Manager is responsible for a variety of functions to support customer service, soliciting, negotiating, placing and administering subcontracts/purchase orders and bidding processes, for the Public Works Maintenance department. This position may assist with capital improvement projects to include large procurement processes. They must ensure appropriate fiscal responsibility is maintained and required policies, procedures, codes, standards, and state and federal regulations are properly adhered to. A quarter of this position will be dedicated to organizing and scheduling punctual fleet maintenance for a variety of public works and police vehicles, which must be kept meticulously up to date with corresponding accurate records.

The incumbent of this position must possess a high level of computer competency, capable of using multiple software applications for financial and data tracking purposes. They must also be able to write independently (not using AI), logically, grammatically and accurately.

The Business Manager will oversee many of the daily administrative activities of the department. The incumbent organizes and oversees day-to-day activities and is responsible for providing professional-level support to the Public Works Director in a variety of areas including responding to resident inquiries, public education, maintaining required trainings, scheduling, writing standard operating protocols and workplans and both high-level and lower-level administrative tasks such as records management and inventory maintenance. This position will not be eligible for remote work or a 4/10 schedule.

SUPERVISION RECEIVED
Works under the general guidance and direction of the Public Works Director. Division of work assignments for employees in this position is set by the Public Works Director.

SUPERVISION EXERCISED
Provides supervision to technical specialists within the Public Works department such as asset management, fleet and logistics support staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Support the development and implementation of procurements for goods, materials, equipment, and services for the maintenance department; work with staff to determine requirements, specifications, costs, and availability; obtain written and verbal quotes; coordinate purchases among vendors, departments, and other government agencies; prepare purchasing estimates for budgetary purposes; review, verify and process purchase requisitions.

·Identify, evaluate and source potential suppliers for new and existing materials.

·Manage relationships with primary and secondary vendors to ensure quality, pricing and timely delivery.

·Track and monitor inventory levels to ensure adequate stock levels without excess.

·Establish, maintain, and manage relationships with vendors and local businesses, negotiate with vendors; evaluate vendor performance, initiate negotiated settlements with vendors when issues arise.

·Ability to compose complex workplans and standard operating protocols.

·Ability to independently develop public policy.

• Plan, manage and oversee the daily functions, operations, and activities of the business systems operations of the department.
• Assist in budget preparation. Coordinate grant financial activities. Research and assist department with grant applications. Prepare grant reports and billing in accordance with applicable rules and regulations.
• Develop and standardize procedures and methods to improve the efficiency and effectiveness of business systems operations services, projects, and activities; assess and monitor workload, administrative and support systems, and internal reporting relationships; identify opportunities for improvement and make recommendations to the Public Works Director.
• Coordinate, oversee, and perform professional-level administrative work in such areas as departmental budget development and monitoring, timekeeping, and purchasing administration.
• Oversee all departmental procurement requests and submit all related documentation for approval.
• Manage the input of all purchase orders and invoice approvals for departmental purchases.
• Manage any request for proposal; evaluate proposals and recommend or decide project award; negotiate and administer contracts for projects; ensure contractor compliance with OSHA and City standards and specifications, time, and budget estimates; analyze and resolve complex problems that may arise.
• Track purchase orders and compile invoices with purchase orders. Submit invoices to finance for payment.
• Act as a custodian of departmental documents and records. Establish and maintain filing systems, control records and indexes using moderate independent judgement.
• Prepare and submit periodic reports to management regarding departmental activities and prepare a variety of other reports as appropriate.
• Input data to standard office and department forms, both manual and automated; various routine to complex reports; complies and tabulates data.
• Perform routine clerical and administrative duties in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.
• Collaborate, cooperate and provide backup and redundancy to the other Public Works Project Administrator.
• Operate a vehicle.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

QUALIFICATIONS
EDUCATION AND EXPERIENCE:
Any combination of training and experience, which would provide the required knowledge, skills, and abilities, to perform the essential functions of the position, may be qualifying. A typical way to obtain the required qualifications would be:
A bachelor’s degree (BA/BS) in Business, Finance, Supply Chain Management or other related discipline and.
A minimum of four (4) years of increasingly responsible related work experience in procurement and contracting, financial operations, and office management.
Including two (2) years of supervisory or management experience.
PREFERRED QUALIFICATIONS:

• Experience in a government or public agency is preferred.

LICENSES, CERTIFICATES, AND OTHER SPECIAL REQUIREMENTS:
Must possess a valid State driver’s license or have the ability to obtain one prior to employment.
Must successfully pass a criminal history background check.
Must be able to pass the department’s CJIS security clearance standards for unescorted assess to certain City facilities.
Ability to become certified in First Aid and CPR.
KNOWLEDGE, SKILLS & ABILITIES:

• Proven experience in purchasing, procurement or supply chain management.
• Comprehensive knowledge of governmental organization, policies, practices and procedures.
• Strong organizational skills and skills in data collection, record keeping, and computer use.
• Strong attention to detail and accuracy in data entry.
• Intermediate or advanced proficiency in Microsoft Office Suite, Excel, Word, Outlook etc.
• Ability to set up and run virtual meetings including Zoom and Teams.
• Willingness and ability to support the city shift to digital documentation only by preparing OCR documents with the correct nomenclature for later archiving.
• Ability to develop a working knowledge of GIS, OMS and conveyance systems.
• Ability to multi-task, be flexible and highly adaptable to change.
• Ability to master the rules and regulatory guidelines established by OR-OSHA, EPA and DEQ.
• A strong knowledge of capital and public works budgeting methods.
• Comprehensive knowledge of the principles and practices of the bidding process and contract administration and evaluation.
• Knowledge of standard office practices and procedures for maintaining and setting up manual and electronic files.
• Ability to prepare bid documents and RFP / RFQ instruments using standard City contracts and legal documents.
• Skill in the operation of other digital tools.
• Skill in effectively utilizing computer applications in support of functional area.
• Ability to prepare clear and concise records, reports, and files.
• Must exhibit tact and diplomacy with the ability to establish and maintain positive and cooperative working relationships with City staff, businesses, other organizations and the general public.
• Ability to communicate effectively, both orally and in writing without the use of AI.
• Extensive knowledge of ORS 279/or equivalent as it relates to public contracting and procurement
• Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned areas.
• Ability to provide a high level of customer service to the public and City staff, in person and over the telephone.
• Ability to plan, organize, assign, review, and evaluate the work of staff; provide training to staff in work procedures.
• Ability to research, analyze, interpret, summarize, and present administrative, financial, and technical information and data in an effective manner.
• Ability to coordinate and oversee project administration, budgeting, and fiscal reporting activities with other City departments as required.
• Ability to make sound, independent decisions within established policy and procedural guidance.

TOOLS AND EQUIPMENT USED
Personal computer skills and Virtual Desktop Infrastructure environment (ThinClient computing), including word processing, spreadsheet, project management, OMS, GIS, database and computer-aided-design software; standard drafting tools; motor vehicle; phone; mobile radio. Network-connected copy machine with scanning, Optical Recognition Scanning (OCR) and the operation of a large format copier/scanner.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to meet the needs of a qualified individual with limitations who can perform the essential functions of the job.
Hand-eye coordination is necessary to operate drafting instruments, computers and various pieces of office equipment. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and smell. The employee must occasionally lift and/or move up to sixty (60) pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Work is performed mostly in office settings. Some outdoor work is required in the inspection of various land use developments, construction sites, local businesses or public works facilities. The noise level in the work environment is usually quiet to moderate when in the office and loud when working in the field.
Some travel may be required for supplier meetings. Occasional attendance at evening meetings is required.
When working in the field, the employee may work near moving mechanical parts and in high, precarious places and occasionally be exposed to wet and/or humid conditions, fumes, or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration.
This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.