Business Operations Manager - Sheriffs Office

Job Summary

Performs professional, responsible, and complex duties in Sheriff programs administration, budget planning and analysis, contract coordination, oversight of fiscal activities and information systems, and performance measurement within the Sheriff’s Division. Interprets, implements, and enforces Board policies; assists with developing administrative policies and procedures; coordinates with program areas and other county departments, as well as outside organizations; establishes procedures for accomplishment of work objectives; and stresses the principles of business management. Represents the division in countywide projects ensuring successful implementation within the division. Responsible for division budget, analysis, and forecasting. Work is performed primarily in an office setting

Job Description

ESSENTIAL DUTIES

• Manages, supervises, and oversees the programs of budget and planning, procurement, accounting, and administrative services for the Sheriff’s division. Makes and/or monitors decisions regarding the hiring, evaluation, and disciplining of staff; plans, schedules, assigns, and reviews work of others.

• Manages the annual capital budget development process for division. Requires understanding of funding complex resource requirements.

• Oversees the fiscal, including procurement functions for the divisions ensuring compliance with county policy, state, and federal funding requirements and reporting and performance measures.

• Oversees accounting functions for Sheriff’s Office, including setting up, amending, and deleting coding and coding structures within the financial system of record with integrity, accuracy, communication, and follow-through. Oversees the preparation of required annual reporting, ensuring fund audit reports are filed as required annually. 

• Responsible for administration and oversight of Inmate Accounting system and State of MN Revenue Recapture portal. 

• Coordinates contract functions for the divisions ensuring compliance with county policy, state, and federal funding requirements and reporting and performance measures.

• Coordinates the division’s Board actions to ensure timely scheduling, consistency in communications, and ensuring that all requests are tied to the plans and budgets of the county.

• Performs Sheriff’s Office liaison duties with other entities and partners. Analyzes, modifies, coordinates, and evaluates the delivery of assigned program areas. Improves efficiency and effectiveness of services through implementation of innovative methods and collaborative efforts.

• Coordinates the performance measurement program with the functional experts of the divisions and ensures annual updates are completed for the required key milestone reports and Scott Delivers. 

• Evaluates programs and determines staff training and development needs. 

• Develops, interprets, and enforces policies and procedures, ensures compliance with county, state, and federal laws.

• Performs complex, highly responsible administrative and professional duties involved in the oversight of budgeting, maintaining and building financial reports, budget analysis, and budget forecasting.

• Coordinates activities and obtains, analyzes, and/or oversees the collection of performance data, including various reports and data presented in a functional format of benefit to customers and management at all levels. Directs or develops reports for program performance that document process, service, cost, and outcomes.

• Assists the public and other staff in explaining current programs/services and researching information by analyzing available reports and creating need specific analytical reports. 

• Manages projects and is responsible for program and system implementation, documentation, staff training, trouble-shooting issues, deadlines, etc. 

• Conducts program planning and evaluates revenue and spending. Reviews Sheriff’s Office practices to ensure adequate financial record keeping and compliance with state and federal audit requirements. Monitors billing and revenue receipt practices for Sheriff’s Office Divisions. 

• Participates in various committees as assigned, required, and/or requested. 

• Oversees the development of or prepares and evaluates reports and presentations; presents on information as required/requested.

• Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.

• Works the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with other employees, supervisors, customers, vendors, and any other person or organization with whom interaction is required to accomplish work and employer goals.

• Performs other duties as required or assigned.

MINIMUM QUALIFICATIONS
Requires equivalency of bachelor’s degree in business administration, Finance, Accounting, or related field (Master’s preferred). FIve years of related experience and two years of supervisory experience. The incumbent shall provide a reliable means of transportation for the performance of work responsibilities.

PREFERRED QUALIFICATION(S)

Public Administration and/or Sheriff’s Office experience preferred.

SUPERVISORY CONTROLS
The employee is under general guidance and direction from the Chief Deputy Sheriff. With wide latitude for independent judgment, work is performed according to established procedures. Work may be reviewed for accuracy and adherence to established procedures, but frequently no check is made of routine assignments.

The incumbent directs and oversees the work of others, including, program/service planning and delivery, personnel selection, evaluation of work performance, training, and disciplinary activities. Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.
The incumbent promotes employee professional development and provides coaching and mentoring to others.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not
duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge –
Knowledge of public administration as it relates to the functions, needs, policies, laws, ordinances, and regulations governing county law enforcement.

Knowledge of county policies, procedures, and labor contracts.

Knowledge of state and federal procurement policies.

Knowledge of contracts and grants administration.

Knowledge of availability and relationship of funding sources to programs.

Knowledge of agency programs, operations, policies, and procedures.

Knowledge of strategic planning, analysis, and development of programs.

Knowledge of fiscal policies and budgetary procedures.

Knowledge of various accounting and finance software applications.

Knowledge of management and leadership principles and practices.

Abilities – 
Ability to analyze departmental programs and recommend or develop new work processes when necessary.

Ability to analyze, prepare, and manage comprehensive department budgets.

Ability to analyze financial and accounting reports in the formulation of fiscal and budgetary policy. 

Ability to deal tactfully and efficiently with all levels of management, law enforcement clients, outside law enforcement professionals, and the general public.

Ability to work independently and apply basic research and statistical skills in the preparation of reports.

Ability to negotiate.

Ability to determine priorities, make independent decisions, and meet deadlines.

Ability to understand and follow complex oral and written instructions. 

Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion. 

Ability to use MS Office software for the performance of essential duties. 

Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. The position is multi-task oriented and includes periods of stress when balancing multiple and varied needs/demands of services. 

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.