POLICE BUSINESS SERVICES MANAGER

SALARY RANGE: $77,249 - $153,690

SUMMARY

Under the supervision of the Police Chief, responsible for managing all business operations of the assigned department, which includes accounting, budgeting, record management systems, customer service and management of all administrative positions and functions within the Police Records Management, Property/Evidence Unit, and Police Budget. Responsible for standard office management needs, filing of agenda items, contract logs, RFP process coordination, timecard entry and payroll.

ESSENTIAL RESPONSIBILITIES

• Manage assigned department staff members, which includes organizing, monitoring, performance evaluations, advertising positions, personnel selection and hiring, training and personnel actions including discipline, time management and termination.
• Oversee the department's administrative division, including providing guidance and leadership for preparation of Council Agenda items, p-card allocations, open records requests, personnel tasks, quarterly meetings, cash report preparation, and other tasks as assigned.
• Participate in meetings with executive personnel including City Manager, City Council, department directors, Chief Financial Officer, City Attorneys and Budget Manager.
• Manage, prepare and coordinate the processes including departmental budgeting, contract awards, change orders and addendums, issuance of purchase orders, and contract administration/management including contractor, consultant and vendor payments.
• Coordinate the department's strategic plan goals and performance measures related to budget.
• Prepare all department related City Council agenda items for all board and committee meetings.
• Direct and manage the development and implementation of goals, objectives, policies, and priorities for each assigned service and/or operational area; assist in leading the strategic planning process for the organization.
• Establish priorities; develop, oversee, evaluate, and implement the efficiency and effectiveness of new and innovative programs, methods, and procedures to enhance productivity through improved work procedures, practices, communications, and accountability; conduct operational audits to assist department/division in performing at optimal levels.
• Manage multiple programs and special projects simultaneously to include researching, compiling, and analyzing information, preparing reports, identifying alternatives, and making and justifying recommendations.
• Lead, plan, implement, and manage complex projects and programs related to strategic programming.
• Investigate and resolve internal and external customer inquiries and complaints ensuring that contact is made by appropriate City staff and issues are resolved or final communication has occurred.
• Develop reports and make presentations and recommendations to the department head.
• Act as department liaison for bids and contract renewals, ensuring policies and procedures are followed.
• Compile information to complete reports and presentation for department staff, including but not limited to conducting research into varied concerns and topics by gathering data as well as evaluating and summarizing findings.
• Exercise independent judgement and discretion, institute recommendations for office processes to better serve internal and external customers.
• Perform all other work as needed or assigned.
• Oversee processes such as Best Practices coordination and auditing, facility needs for PD buildings and is the department liaison for the City Attorney's Office for council agenda items and administrative awards.
• Prepare all Police related City Council agenda items, which includes drafting of City Council resolutions and ordinances.
• Coordinate complex events, including managing multiple logistics such as site selection, invitations, website promotion and registration, background presentations, agendas and programs, and complaint resolution.
• Prepare memos and information to be published in the Reading file, as necessary.
• Organizational Supervision - Applies to full personnel management responsibilities including selection, discipline, grievances and formal performance evaluations for a position's direct reports plus all employees reporting up through subordinates, which will include approximately 36 employees.
• Develops, administers, monitors, and coordinates budget for various segments of the department - current fiscal year budget accountability up to $59 million.
• Makes decisions that are guided by overall Departmental goals, priorities and policies. Job requires interpreting goals and priorities into action steps and delegating responsibility for completion; applies broad latitude in regard to methods and approaches but must obtain approval for actions that have policy, service or cost implications.
• Interacts with Department Managers and Directors, Assistant City Manager, City Manager, Mayor and Council, and other agencies, vendors, governmental entities.

MINIMUM REQUIREMENTS

EDUCATION/EXPERIENCE

• Bachelor's degree from an accredited four-year college or university or equivalent; or (8) years of experience in a related field, including (4) years of supervisory experience.

MINIMUM EXPERIENCE

• Minimum of five (5) years of related experience to include (4) four years of supervisory experience.

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Texas Driver's License
• Notary Public of the State of Texas

KNOWLEDGE, SKILLS, AND ABILITIES

KNOWLEDGE OF

• Administration and Management: Principles and processes involved in business and organizational planning, coordination, and execution. This includes strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods.
• Office Software: Current word processing, presentation, spreadsheet, and database programs used by the City; particularly, the MS Office Suite and Adobe DC.
• Customer Service Management: Principles and processes for providing customer and personal services including needs assessment techniques, quality service standards, alternative delivery systems, and customer satisfaction evaluation techniques.
• Accounting: Principles and practices including internal controls, cash management, general ledger, account payable, and accounts receivable.
• Applied Math: Concepts such as fractions, percentages, ratios, and proportions.
• Statistical Principles: Principles and processes dealing with the collection, analysis, interpretation, and presentation of quantitative data.
• Budget Management: Developing plans and budgets: comparing them against actual activity.
• Purchasing Policies and Regulations: Understanding local and state purchasing laws and policies governing the procurement of goods and services.
• Contract Management: Methods for administering and managing contracts, understanding the terms and conditions of contracts, and payment thereof.
• Personnel and Human Resources (HR): Policies and practices involved in personnel/HR functions, including selection, supervision, training, performance evaluations, and terminations.
• Supervision: Personnel motivation, interviewing, hiring, oversight, evaluation, and discipline
• English Language: The structure and content of the English language, including the meaning of words and grammar.
• Topical knowledge pertaining to departmental/divisional service area.

SKILLS AND ABILITIES IN

• Accuracy: Paying attention to detail in dealing with documents, ideas, numbers, and words.
• Basic Math: Adding, subtracting, multiplying, or dividing quickly.
• Cooperation: Establishing and maintaining positive working relationships with those contacted in the course of work.
• Deductive Reasoning: Applying general rules to specific problems to come up with logical answers. It involves deciding if an answer makes sense or provides a logical explanation for why a series of seemingly unrelated events occurs together.
• Technical Reasoning: Interpreting an extensive variety of technical instructions in mathematical or diagram form and dealing with several abstract and concrete variables.
• Flexibility: Being adaptable while handling multiple requests from several executives.
• Focus: Adhering to strict deadlines while working in a fast-paced multi-task environment without constant supervision.
• Mechanical/Technical: Safely operating diverse office equipment including calculators, computers, copiers, digital cameras, fax machines, label makers, shredders, and telephones.
• Informational Organization: Finding ways to structure or classify multiple pieces of information.
• Organizational Strategies: Tracking multiple variables by sorting, grouping, and calendaring.
• Service Orientation: Actively looking for ways to help others.
• Process Assessment: Evaluating current/potential processes for effectiveness and efficiency.
• System Ability: Multi-tasking by working with multiple software packages simultaneously.
• Teamwork: Actively participating and contributing to various internal and external teams.
• Executive Summary: Synthesizing and simplifying complex concepts for executive audiences.
• Budget Management: Developing plans and budgets; comparing them against actual activity.
• Reporting: Researching, analyzing, and compiling data and preparing concise documents.
• Solution Appraisal: Observing and evaluating the outcomes of a problem solution to identify lessons.
• Written and Oral Expression: Communicating information and ideas in writing, as well as through speech, so others will understand, and as indicated by the needs of the audience.
• Interactive Presentation: Effectively presenting information and responding to questions from groups of managers, clients, customers, elected officials and the general public.
• Training & Direction: Effectively guiding and critiquing adult learners.
• Functional Supervision: Motivating, developing, and directing people as they work.
• Planning: Sensing the environment and setting goals and objectives.
• Prioritization: Selecting from multiple options and activities to achieve a goal.
• Originality: Developing unusual or clever ideas about a given topic or situation or developing creative ways to solve a problem.
• Fluency of ideas: Developing a few ideas about a given topic.
• Critical Thinking: Using logic and analysis to identify the strengths and weaknesses of different approaches.
• Time Management: Managing time wisely to complete assignments on time.
• Self-Management: Working independently and with minimal supervision.
• Policy Development & Operational Assessment: Evaluating existing and potential processes for effectiveness and efficiency, analyzing, and improving programs, and contributing to policy development.
• Complex Problem Solving: Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Cooperation: Establishing and maintaining positive and effective working relationships with those contacted in the course of work.
• Active Listening: Listening to what others are saying and asking questions as appropriate.
• Direction and Instructional Comprehension: Interpreting a variety of instructions furnished in written, oral, diagram, or schedule form.
• Inductive Reasoning: Combining separate pieces of information or specific answers to problems to form general rules or conclusions. This includes coming up with a logical explanation for why a series of seemingly unrelated events occur together.
• Judgement and Decision Making: Weighing the relative costs/benefits of a potential action.
• Maintaining Current Knowledge: Reading, analyzing and interpreting general business periodicals, professional journals, technical procedures, or governmental regulations.
• Management of Financial Resources: Determining how money will be spent to get work done and accounting for expenditures.
• Negotiation: Bringing others together to reconcile differences.
• Oral Comprehension: Listening to and understanding information and ideas presented through spoken words and sentences.
• Persuasion: Convincing others to approach or view things differently.
• Problem Analysis: Identifying and defining problems, collecting data, establishing facts, and drawing valid conclusions.
• Reading Comprehension: Reading and interpreting documents.
• Sequencing: Correctly following a given rule or set of rules to arrange things or actions.
• System Analysis: Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
• Teaching: Conveying new concepts and confirming comprehension by listener.
• Typing: Accurately entering information using computer keyboard.
• Written Expression: Communicating information and ideas in writing, such as through routine reports and correspondence, so others will understand.

ADA PROFILE

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this Job, the employee is regularly required to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. The employee must also walk, climb, crawl, crouch, stand, balance, sit, kneel, stoop, hear, feel, finger, grasp, handle, reach, push, pull speak, see, and talk. Also requires the ability to make rational decisions and perform repetitive motions.

WORK ENVIRONMENT

The employee works in a dynamic environment that requires being sensitive to change and responsive to changing goals, priorities, and needs. The job requires the employee to handle highly confidential information with discretion and to adhere to strict deadlines working in a fast paced, multi- task environment.

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law.

The City of Amarillo provides reasonable accommodations to applicants with disabilities on a case by case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resources Office at 806-378-4294.