Job Title

Job Family

Job Code

Job Exempt

Fleet Business Operations Manager

Non_Bargaining

AAA22

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB115

Salary

$39.62

$50.52

$61.42

Job Description

Performs responsible administrative and managerial work in the Fleet Management Division. An employee assigned to this classification is responsible for oversight of the Business, Administrative, and Asset Management functions and staff within the Fleet Management Division. Duties include development, monitoring and maintaining the operating budget, and forecasting fiscal requirements for the Division. The incumbent in this position is responsible for the verification and approval of all billing and revenue functions of the Fleet Management Division. Work is performed under the supervision of the Fleet Management Division Manager and is reviewed through reports, conferences, and results obtained.

Minimum Qualifications:

Bachelor's Degree in Business Management, Public Administration, Finance, or closely related field and four (4) years of business operations management experience; two (2) years of supervisory experience required. Or an equivalent combination of education, training, and experience. Governmental business management experience preferred. Prior experience in budget development and administration, accounting functions, asset management and billing desired.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Coordinates preparation of annual budgets by analyzing expenditure trends; forecasting fiscal requirements; evaluating budget requests for priority, quantity, and cost; and reviewing completed budget requests for consistency and completeness in order to facilitate development of a functional budget for the Division.

Supervises, coordinates, and evaluates the work of professional, administrative, and fiscal staff engaged in accounting, payroll, inventory control, purchasing, contract administration, and fleet billing operations.

Conducts interviews of job applicants and recommends employment; conducts employee performance reviews; discusses employee professional goals and recommends actions; and administers discipline to assigned employees when necessary.

Assesses employee performance and recommends appropriate actions; conducts orientation and training of new employees in their job responsibilities.

Supervises employees engaged in the preparation and maintenance of computerized and manual fiscal files, reports, and payroll documents by assigning and reviewing work and resolving operational problems using knowledge of City/Department policies, procedures, and union contracts

Facilitates development of a functional budget for the Fleet Management Division.

Prepares budgets for presentation to program managers and Division management.

Monitors and maintains the operating and revenue budgets for Fleet Management; monitors budgeted expenditures by reviewing statement of operations and fiscal ledgers to avoid cost overruns.

Locates available funds for unanticipated fiscal needs using knowledge of Division's current spending trends and encumbrances; prepares budgetary transfer requests; and represents the Fleet Management Division at meetings concerning fiscal matters.

Reviews and approves requisitions for services and materials; ensures that there are adequate funds to meet obligations; and uses proper codes.

Meets with various vendors, sales representatives, and supervisor of various companies for possible purchase of supplies, services, and materials. Creates fiscal impact statements for purchases and contract development.

Provides guidance to managers engaged in the preparation and maintenance of computerized and manual fiscal files, reports, and payroll documents.

Performs monthly, quarterly, and annual reconciliations of program budget to ensure proper documentation and use of funds; prepares reports for manager's review.

Serves as Division liaison regarding accounting, budget, payroll, property, purchasing, and supply matters.

Develops and provides support for contract administration and management activities; creates and amends scope of work for contract development.

Provides guidance with regards to fleet billing operations, which includes preparation of necessary documents, billing and accounts receivable controls, and preparation of necessary reports. Reviews, verifies, and approves all billing and revenue functions for Fleet Management.

Ensures that the fleet management system is utilized to provide timely and transparent information to end users.

Ensures that the fleet management system is utilized to record and track metrics related to alternative fueled vehicles.

Provides guidance and assistance to other managers who are engaged in human resources roles and responsibilities, fiscal and administrative documentation, and reporting.

Facilitates and manages user training and implementation groups that are designed to train on new processes, database upgrades, and deployment.

Creates and submits journal entries to reallocate Fleet charges and budget amendments; develops and submits capital requests.

Reconciles and approves credit card transactions.

Maintains data integrity in the Fleet Management databases (Faster and AssetWorks).

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of principles of organization and management, business administration, budgeting and accounting.

Knowledge of federal/state rules and regulations related to municipal governments.

Knowledge of principles and practices of modern governmental accounting, practices related to fiscal and asset management, and municipal financial management.

Knowledge of laws, ordinances, rules, regulations, contracts, policy and procedures affecting operations.

Knowledge of computerized financial management, accounting, budget, data processing, and payroll systems.

Skilled in the operation of personal computers and software applications.

Ability to analyze and facts and prepare detailed financial and business reports.

Ability to analyze and interpret financial and statistical data.

Ability to develop an annual operating budget of several million dollars.

Ability to supervise the work of others.

Ability to establish and maintain effective working relationships with City officials, employees, and the public.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.