Business Manager

Position Summary

The Business Manager is responsible for managing the divisions' administrative and financial functions as well as supervising the administrative staff, schedulers, and dispatchers. The Business Manager documents and manages numerous grants and contracts to secure reimbursement from federal, state, and local programs, which offset the cost of providing transportation services. This position also actively monitors all grants and contracts managed by the Division of Transportation. Performs client intakes, schedules requested trips and provides information regarding the county-operated public transit service. When necessary, intakes and/or trips may pertain to/but not limited to, therapy, nutrition, medical appointments, and demand response trips. The Business Manager interacts daily with consumers/passengers/clients, including those with special needs and drivers, regarding service issues and other matters relating to operating a system of 400,000 plus trips per year. The Business Manager must interact in a friendly and courteous fashion with the division employees, other county divisions, and clients/users of the transportation service. This position is the primary contact for grantors and agencies with which the division has contracts to supply services.

Essential Functions

• Supervise the day-to-day operation of the Administrative Staff, Schedulers, and Dispatchers.
• Perform duties assigned by the Transportation Director and/or Director of Public Works to ensure the administration of grants and/or contracts, including clerical and accounting functions, and passenger trip scheduling are performed in a professional, timely, and courteous manner.
• Manage the administrative staff to ensure that the staff is performing their duties/job assignments in a professional, proficient, and efficient manner.
• Assist the Division Director in preparation, submission, and administration of the Division of Transportation''s budget.
• Assist the Division Director in the preparation and submission of County resolutions to be addressed by the Division Director at Board of County Commissioners meetings.
• Assist the Division Director in preparation, submission, and administration of state, federal, and other funding grants for the Division of Transportation, which include, but are not limited to FTA section 5311, section 5310, Senior Citizens and Disabled Transportation Assistance Program (SCADRTAP), and NJ Transit community transit funding for county public transit/shuttle programs.
• Manage grant, contract, medical, and client billing. Respond to inquiries from internal and external customers regarding billing and maintain all files related to billing.
• Manage and maintain the grants information in the county's grant database (On Base)
• Manage/oversee the processing of payments to vendors and monitors accounts to avoid budget overrun. Input, generate, distribute, and manage purchase orders utilizing the county's financial accounting system.
• Manage/oversee billing and reporting for numerous grants and contracts and prepare documentation in accordance with the requirements of each grant and contract. Respond to inquiries from internal and external customers regarding grants and contracts and maintain all files related to them. Manage/oversee contract, medical, and client billing. Respond to inquiries from internal and external customers regarding billing and maintains all files related to billing.
• Manage monies received to line items in the division''s budget under the direction of the Transportation Director.
• Prepare monthly trip report for Dept. of Public Works.
• Manage/oversee employee payroll, tracking and attendance for the division. This includes entering employee attendance data into division/county payroll system in the absence of the administrative assistant.
• Manage/oversee uniform purchases.
• Use the two-way radio, shall be comfortable using mobile data terminals and other transit-oriented technologies.
• Use the divisions current computerized scheduling and dispatching program, Microsoft Office, county financial software and any other approved software required by grant and/or contract.
• Responsible for redistributing assignments to available road staff, when necessary, this will require significant understanding of county geography and workflow for existing driver resources.
• Perform client intake, scheduling and reassignment functions as necessary for continuous operation of the division to meet passenger demand.
• Perform client record updates to ensure accurate billing, address, emergency contact information and other information that will ensure efficient service to the clients.
• Interact daily with vehicle operators, passengers and residents regarding transportation services, as well as other county divisions and departments.
• This position functions under Federal Transit Administration guidelines (title 49 CFR parts 653,654,655) and is classified as "Safety Sensitive" and subject to Drug & Alcohol regulations (title 49 CFR part 40) and testing.
• Perform additional duties as assigned by the Transportation Director, Assistant Director, or the Director of Public Works.

Qualifications

Essential

• High school diploma or equivalent.
• A minimum of five (5) years'' office and/or transportation-related supervisory experience.
• A working knowledge of public sector financial management and computer programs, including but not limited to Microsoft Office Suite, computerized scheduling, and use of GPS reporting to assist in driver reassignments based on current locational information.
• Knowledge of transportation industry standards and programs related to managing grants and contracts.
• Ability to read maps to determine appropriate routing destinations.
• Must be sufficiently proficient in written and spoken English to be able to interact with passengers, staff, and/or law enforcement in the event of an emergency.
• Excellent customer service skills and ability to maintain effective professional relationships with a diverse client base and enforce county policies regarding the safe and efficient transportation of passengers.
• The incumbent may also be required to deliver meals to residents, and in this case will be expected to enforce county safety policies as regards the safe and efficient delivery of food materials.
• Possession and retention of a valid New Jersey driver's license (NJSA 39:3)
• Must complete and pass the Community Transportation Associations Passenger Assistance Safety & Sensitivity (PASS) course, and the New Jersey Motor Vehicle Commission approved Defensive Driving Course (DDC) and retain certification.

Preferred

• Associate''s degree in financial management or a related field.
• Prior experience working with seniors and/or people with disabilities.

Salary/Pay Rate: $64,000 - $72,000/year

40 Hours/Week

Benefits include health coverage (medical, prescription, and dental), paid time off (vacation, holidays, and sick), a deferred compensation plan, and enrollment in the NJ State Pension System.