BUSINESS OPERATIONS MANAGER

Recruitment #2006-4886-001

Introduction

** THIS POSITION IS OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES ONLY**

Purpose

The Business Operations Manager oversees the accounts payable and receivable  function for the Department of Public Works (DPW), with the exception of Water and Parking. The incumbent will supervise the accounts payable and accounts receivable support staff in the Finance and Planning Section and will serve as the primary contact for City Departments and DPW Divisional personnel for all invoicing, accounts receivable and accounts payable issues.

Essential Functions

  • Supervise the Accounting support staff including 3 Accounting Assistants II, 1 Program Assistant II, 1 Program Assistant I, 1 Business Services Specialist and 1 Administrative Specialist Sr.
  • Reconcile DPW receivables with the Comptroller’s Office and prepare the monthly and end of year receivables report.
  • Process cancellations, revenue adjustments and refunds for DPW Invoices. On a weekly basis, refer delinquent accounts to the contracted law firm for resolution; serve as DPW’s liaison to the firm and the City Attorney’s office on all collection actions.
  • Prepare quarterly internal reimbursable billings for multiple DPW Divisions ensuring all internal job numbers have been billed and revenue received by the end of the fiscal year.
  • Prepare annual Interdepartmental Requisition Invoices (IRS’s) for revenue adjustments to reimbursable accounts and prepare end-of- year carryover report for the Comptroller’s Office.
  • Prepare financial reports on job expenditures request of DPW managers. Guide, train and direct DPW staff on FMIS and interdepartmental requisition invoicing.
  • Review repair information in Fleet Focus and prepare invoices for accident damage to city vehicles.
  • Prepare and research cost invoices for the Facilities Contractor and citizen property damage. Respond to and provide documentation for insurance company subrogation demands.
  • Manage the DPW Customer Deposit Program. Enter all deposits received by the contract section and the Permit Development Center into the DPW Application Program.
  • Process documents to disburse funds from customer accounts by preparing IRI’s and refund requests. Reconcile all Title 100 deposits and prepare the bi-annual IRI.
  • Serve as the Procard Manager for the DPW Administrative Services by distributing bi-weekly statements of account activity and maintaining records of cardholders and approvers. Review and sign Accounts Payable daily control groups.
  • Assist vendors and City personnel with Accounts Payable payment inquiries.
  •  Prepare special assessment charges for the City Treasurer Tax Roll for all Police ordered Board-ups. Represent DPW at the Administrative Review Appeals Board hearing for disputed Board-up charges.
  • Research, evaluate and prepare the Annual Budget for the division.

Reasonable accommodations requested by qualified individuals with disabilities will be made in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

Minimum Requirements

  1. Regular status as City of Milwaukee employee, having successfully completed a probationary period for a civil service position.
  2. Bachelor’s degree in business, accounting, public administration, finance, business administration, or a closely related field from an accredited college or university.
  3. Four years of progressively responsible experience in accounting related functions, with at least one year at a management or professional level.

Equivalent combinations of education and experience may be considered.

IMPORTANT NOTE: To receive credit for college, transcripts are required and must be received by the application period closing date. College transcripts should be attached to your online application. Applications without transcripts will be considered incomplete and will be rejected. Your transcript must be legible and include your college/university name, your name, the degree completed (if applicable) and the date completed.

Knowledges, Skills, Abilities & Other Characteristics

  • Knowledge of accounting, budgeting and financial management.
  • Knowledge of the City of Milwaukee’s Financial Management Information System (FMIS).
  • Ability to learn DPW Application Program and Fleet Focus.
  • Knowledge of budget development and preparation.
  • Knowledge of financial operations including operations/maintenance, capital, purchasing, accounts payable/receivable, invoice/inventory controls and grants.
  • Ability to establish enterprise fund accounts, reimbursable accounts and project/segment grants.
  • Knowledge of principles and practices related to grants, including coordination, implementation, administration and compliance reporting requirements.
  • Knowledge of purchasing principles and practices.
  • Skill in developing revenue and capital budget forecast.
  • Skill in presenting financial information to various groups.
  • Ability to establish and implement fiscal policy.
  • Ability to perform financial analysis.
  • Ability to administer work rules, policies and procedures.
  • Ability to supervise, provide guidance and direction to subordinates, including setting performance standards and monitoring performance.
  • Ability to use standard computer software and programs such as Word processing, spreadsheet, database and the Internet.
  • Ability to use mathematical and statistical concepts and the ability to make accurate calculations to execute various functions such as budgeting, accounting and reporting.
  • Ability to use logic and reasoning to identify problems and make sound decisions, including situations in which only limited information is available.
  • Ability to convey information (technical and non-technical) clearly and effectively to people at all levels of the organization.
  • Ability to read, analyze, and understand general business and technical information and policies and procedures.
  • Ability to clearly and effectively communicate information and ideas in writing, including reports, business correspondence, email, and procedure to manuals.
  • Ability to work cooperatively, effectively and fairly with coworkers and citizens whose backgrounds may differ from one’s own.
  • Ability to organize work to effectively and efficiently utilize resources and personnel to accomplish multiple tasks according to deadlines.
  • Ability to represent the department with professionalism, honesty and integrity.
  • Highly motivated, self-directed and well organized.

Current Salary

The current salary range (1EX) is $58,462-$81,844, and the resident incentive salary range for City of Milwaukee residents is $60,216-$84,300.  Appointment will be made in accordance with the provisions of the salary ordinance.

Selection Process

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of related education, experience and accomplishments, written tests, interview, or other assessment methods.  The Department of Employee Relations and Department of City Development reserve the right to call only the most qualified candidates to oral, performance tests or personal interviews. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.  

Note: Transfer/Promotional Opportunities and Promotional Examinations are not open to Milwaukee Public Schools employees or to the public. Only current City of Milwaukee employees and civilian personnel in MFD and MPD hired through a City Service Commission process who have successfully passed a probationary period for a Civil Service position will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

Additional Information

APPLICATIONS and further information can be accessed by visiting www.jobaps.com/MIL.

  • Applications and transcripts should be submitted no later than the deadline listed above.
  • If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.
  • The Department of Employee Relations is located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

Conclusion

EEO 102

The City of Milwaukee values and encourages diversity and is an equal opportunity employer.



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