Business Administration Manager
Transportation-Highway - Bend, OR

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Position Summary

ODOT13-0113AP – Bend
You must be a current Department of Transportation employee in a permanent, seasonal or limited duration position, in order to be considered eligible for this position
The purpose of this position is to lead, develop and manage the long and short-range goals and plans, as well as all related strategic financial planning efforts for the Region’s Special Program Section (Region Administration, Safety, Planning, Tech Center [Roadway, Traffic, Right of Way/Survey, Geo/Bridge/Environmental], Project Development, and Construction. Responsible for managing the on-going maintenance and meeting the future needs of the Region campus facilities.

Manage all R/4 positions, associated funding, requests for position actions, and provide reports, input and recommendations on strategies to meet current and future business human resource needs. Responsible for R/4 IT asset control, budget, maintenance and purchasing (hardware/software/MELA licensing). Supervise and manage Support Staff. Manage Project Delivery Community Liaison staff member.

Participate as an active member of the Region Management Team; It provides business consultation and management to the R/4 Manager and other managers by researching, monitoring, identifying and providing reports and recommendations to ensure the region’s strategic goals and supporting administrative and business systems, processes, standards and practices are in place, implemented, evaluated, and updated routinely. It regularly leads or directs region-wide projects, including leading and facilitating the development of the region’s biennial business standards and practices.
  • If you are hired, you will become part of the State's Management Team.
  • Employee will be required/may be required to use a vehicle to conduct business; you must possess and maintain a current, valid driver's license and an acceptable driving record or be able to provide an acceptable alternate method of transportation.
Instructions - Minimum Qualifications

The 'Work Experience' and/or 'Education' sections of your application must clearly describe how you meet the qualifications for this position as listed below; you must also answer supplemental questions.
A resume' or position description will not be accepted in lieu of a completed application. Incomplete or late applications will not be considered.
Minimum Qualifications:
PROGRAM RELATED OPTION
Five years of experience in supervision, staff-technical, or professional-level work related to Business Management in areas such as preparing budgets, financial planning for programs, facilities/building management, supporting administrative and business systems, and communications and staff management. One year of this experience must have included supervision and management of a program, section, or unit which included one or more of the following areas: a) development of program rules and policies, b) development of long- and short-range goals and plans, c) program evaluation, or d) budget preparation.
(NOTE: A Bachelor's degree or equivalent course work (144 quarter or 96 semester hours) in a field related to management, such as Business or Public Administration, or a field related to the program of the employing agency, may be substituted for three years of the required experience, but will not substitute for the one year of specialized experience.)
OR
PROGRAM RELATED (PROGRAM/PROJECT LEADER)
Five years of experience in supervision, staff-technical, or professional-level work related to Business Management in areas such as preparing budgets, financial planning for programs, facilities/building management, supporting administrative and business systems, and communications and staff management . One year of this experience must have included program/project leader responsibility involving one or more of the following areas: a) development of program rules and policies, b) development of long- and short-range goals and plans, c) program evaluation and/or project evaluation, or d) monitoring and controlling or preparing a budget.
(NOTE: A Bachelor's degree or equivalent course work (144 quarter or 96 semester hours) in a field related to management, such as Business or Public Administration, or a field related to the program of the employing agency, may be substituted for three years of the required experience, but will not substitute for the one year of specialized experience.)
Criminal Background and additional pre-employment check(s) as required for the position will be conducted on final candidates (could include Driver License, LEDS, and/or Education Verification).
Veteran's Points :
Honorable or General 'Character of Service' showing on a DD214 or DD215 attached to your application - 5 Points
Honorable or General 'Character of Service' showing on a DD214 or DD215 and a 'Certificate of Civil Service' preference letter attached to your application - 10 Points
Questions?
For questions about the job announcement, call 541-963-1584.
For technical help with online application, call 1-877-204-4442.
Application Help: Application Help: http://www.oregon.gov/ODOT/CS/HR/jobs/Application_Help.pdf
Position Duties

BUDGET and PROGRAM MANAGEMENT
Plan, organize and direct R/4’s Special Program strategic financial planning process by establishing long and short-range goals, objectives and expectations. Also direct the preparation of all R/4 work plan budgets and biennial legislative budgets, including fiscal analysis and decision packages of budget requests (approximately $8.7/m per biennium).
Provide strategic planning information for the R/4 Special Program budget, including the fiscal analyses, and decision packages of budget requests.
Assign, facilitate and review the completion of each individual Special Program manager’s budget worksheet. Work collaboratively with managers to resolve problems and errors, and provides data and recommendations on budget adjustments.
Evaluate and monitor R/4 Special Program budget expenditures. Analyze the implication of the program submittal to ensure budget expenditures are within allocation. Change or recommend changes to the program areas affected if budgets are forecasted to exceed limits.
Provide oversight in the allocation and implementation of the R/4 Special Program approved budget. Discuss priorities and recommend options so managers are able to make good decisions on use of limited funds.
Evaluate and monitor individual R/4 Special Program managers’ monthly budget reports against the goals and objectives of each of their respective budgets.
Review, apprise and make quarterly recommendations to R/4 Manager regarding the Region Special Program budget status. Continually monitor, and identify areas of concern to R/4 Manager as needed. Recommend and implement modifications, changes, shifts, etc. to ensure the over-all Region’s budget (including Maintenance, Special Programs, and Program and Planning limitations) are within allocation.
Work with R/4 Financial Coordinator to identify potential financial problem areas; identify regional business line areas that could benefit from financial analysis and implement the analysis; provide necessary financial explanation and documentation to managers that support and illuminate the strategic business plan.
Review and evaluate Region Maintenance Budget reports monthly to ensure the maintenance and program/planning budgets are within allocation. Provide monthly updates, issues and recommendations to the R/4 Manager.
Request reports, consult and work in unison with R/4’s Financial Coordinator and Maintenance and Program/Planning Managers. Recommend and implement adjustments as needed to managers.
Receive, request and analyze various Region business and finance related reports, Identify issues and potential issues. Review findings, discuss and recommend options with R/4 Manager. Work cooperatively with R/4 managers and staff in resolving or improving issues (i.e.: overtime, resource leveling, budget projections, etc.).
MANAGE R/4’s POSITION MANAGEMENT FUNCTIONS
Manage R/4’s position funding inventory.
Monitor and track monthly HR reports for R/4 vacancies. Identify potential vacancies. Ensure region doesn’t loose position permanent financing resources through three-month vacancy rule.
Research, analysis, and assist R/4 management in identifying current position needs and projecting future position needs. Review, recommend and update position needs and priorities lists at R/4 monthly management team meetings.
Identify and recommend a variety of solid and potential options, strategies and funding sources that will provide R/4 with an effective and timely means of managing positions against workload to ensure R/4 can meet its construction and maintenance plans, goals and mission.
Work in cooperation with Region and HQ Human Resource staff, HFO and all pertinent parties on confidential as well as routine HR issues, actions and records maintenance. Ensure all administrative actions are correctly submitted, recorded and finalized.
MANAGE R/4 HQ ADMINISTRATIVE SERVICES UNIT
Manage and direct employees of the Administrative Services Unit and the Community Liaison. Set priorities, assure rules, policies, procedures are consistent with statutes and ODOT policies. Conduct the recruitment and interview processes; recommend hiring; assign and review work; establish and monitor priorities to ensure customer goals, objectives and timelines are met;
Conduct monthly staff and safety meetings. Provide continual feedback; complete annual employee performance appraisals; coach, mentor, motivate, counsel, reward; recommend and work with HR on discipline and/or grievance issues.
R/4 liaison to locally assigned central staff, including but not limited to facilities management, fiscal coordinator, purchasing analyst, public information officer and human resources.
Direct, evaluate, and approve the purchase of IS hardware, software and Microsoft Enterprise License Agreement (MELA) licenses for the Region.
Prepare and manage the budget.
TEAM, COMMITTEE and PROJECT PARTICIPATION
Active participant on R/4 Management Team Attend and participate in R/4 Project Delivery monthly meeting (review positions, budgets, resources, etc.). Participate as an active member of the statewide Highway Business Leaders Team (HBLT)
Review, establish, implement, evaluate and revise common business practices (i.e.: procedures, standards, manuals, budget processes, personnel and position management, fleet, equipment and facility management) on a statewide basis.
MANAGE R/4 HQ BUILDINGS, GROUNDS and FLEET
Evaluate and continuously manage and oversee all R/4 HQ buildings, grounds, associated assets, additions, modifications and associated needs, to include providing oversight of facility contractors (janitors, heating, landscape, plumbing, electrical, etc.).
Oversee lease for one facility not owned by ODOT.
Manage the maintenance, repair, remodeling, building access, security, safety and facility related issues. Prepare, monitor and manage the Campus facility budget. Implement, manage and upgrade R/4 HQ’s campus building security and safety.
Manage and maintain the Region 4 HQ fleet. Prepare, monitor and manage the Fleet budget.
PROJECT MANAGEMENT
Responsible for R/4’s Performance Measures Dashboard
Manage and oversee Region-wide projects.
Application Checklist

Electronic Application Checklist:
Application
Supplemental Questions*
Veteran's Documents - If Applicable

Oregon Department of Transportation
Human Resources
Region 5
3012 Island Avenue
La Grande OR 97850
Fax 541-963-1377

Announcement information can be made available in an alternative format by calling 711 (Relay Operator for the Deaf).

ODOT does not discriminate on the basis of disability in admission or access to our programs, services, activities, hiring, and employment practices. Contact 1-877-336-6368 (1-877-EEO-ODOT) for questions regarding Equal Employment Opportunity and Affirmative Action.

The Oregon State Government is expected to continue cost reduction measures including mandatory unpaid time off (furlough days) during the 2011-2013 biennium.

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State of Oregon - 14 months ago - save job - block
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