Public Works - Business Manager

About the Role

Perform a wide variety of administrative duties administering the office within the Public Works Department under the direction of the Director. Responsibilities include organizing department activities such as planning, budgeting, fiscal control, personnel management, financial management, internal audits, project files, payments, fee collection, and office structure. Coordinate departmental meetings and training sessions. Provide advanced clerical and technical support for operations and projects, including assisting the public with road maintenance requests. Complete assigned projects requiring research, problem definition, and technical writing. Develop and maintain programs to ensure all safety needs within Public Works are met.

Responsibilities

• Oversee purchases, processing of purchase orders, preparation of vouchers and invoices, including justification of vendor statements; develop month-end reports of expenditures, review all budget line items for proper coding on invoices, and budget reconciliation.
• Ensure records are kept current, accurate, and understandable.
• Assist District Foremen and managers with their responsibilities, including stepping in for online Caselle/UKG timekeeping when needed.
• Type and compose drafts such as letters, memoranda, and monthly department reports in accordance with accepted business practices.
• Provide general office support, including telephone duties, routing calls, and assisting citizens, vendors, other staff, and external agency representatives.
• Monitor billings for receivables of road cut and driveway permits and other revenues due to the Road and Bridge Fund; oversee collection and deposits of such revenues and administer petty cash.
• Enter service requests by phone and email into software and forward them to appropriate personnel.
• Greet and assist citizens, vendors, other staff, and external agency representatives.
• Process incoming and outgoing mail, including postal and email.
• Compile information to process internal billing for fuel and invoices for various external agencies; ensure fuel invoices are sent.
• Process monthly reconciliation of credit cards and weekly vouchers.
• Complete and ensure accuracy of all employees' Public Works timekeeping in Caselle/UKG and send to payroll bi-weekly.
• Coordinate and assist with the interviewing and hiring process, including onboarding requirements.
• Prepare new hire requirements, including CBI, DMV, and Clearinghouse documentation.
• Assist with office meetings, including video conferencing as needed.
• Maintain supply orders and office inventory.
• Submit work orders.
• Assist with preparing PowerPoint presentations.
• Assist with Safety Training Classes and preparation needs for meetings.
• Prepare and distribute safety training forms as needed.
• Act as department resource for all safety, injury prevention, and reduction activities.
• Generate and document all department accidents and safety incidents.
• Assist in maintaining Safety Data Sheets (SDS).
• Prepare and track proper documentation for Workers Comp claims and necessary updates.
• Assist with Standard Operating Procedures (SOPs) for safety practices and procedures, including updating and implementing SOPs.
• Ensure all DQ-CDL requirements are met and kept up to date.
• Arrange for Safety, CPR, and First-Aid training.
• Schedule and conduct new hire safety orientations, including applicable Clearinghouse requirements for FMCSA.
• Develop and implement a routine for accurate recording of employees' required documents.
• Provide a monthly report to management on the status of CDL licenses, medical cards, and physical requirements.
• Maintain a current detailed list of areas where Public Works must maintain records requiring compliance monitoring for internal and external agencies such as DRMS, MSHA, FMCSA, and DOT.
• Assist in generating reports.
• Coordinate software/hardware computer maintenance/repairs and telephone maintenance/repairs.
• Maintain a clean and organized working environment.
• Perform related work as assigned or required.
• Assist in the implementation of Local, Federal, and State compliance.
• Take DER training to meet DOT/CDL and Non-CDL requirements, including scheduling pre-employment testing, random testing, and non-typical collection requirements.
• Complete Mineral Annual Reports for pit permits and update information and payments as processed.
• Review and implement FMCSA rules and regulations.
• Maintain inventory supplies of PPE, including uniforms, boots, safety PPE, and shop safety supplies.
• Inspect fire extinguishers and email monthly reminders to all administrative staff.
• Keep uniform spreadsheet updated.

Requirements

• High school diploma or GED required.
• Must maintain a valid Colorado Driver’s License; must be insurable to operate a motor vehicle.
• 4 years of previous experience in an administration position.
• Must pass background check.
• Must pass pre-employment motor vehicle record check.

Skills

• Strong multitasking skills.
• Computer skills, including proficiency using Microsoft Outlook, Word, Excel, PowerPoint, Publisher, and Explorer.
• Ability to prepare reports, correspondence, and establish/maintain filing and recordkeeping systems with minimal supervision.
• Ability to navigate and prepare Zoom and Google Meetings or similar programs.
• Strong organizational and time management skills with attention to detail.
• Ability to navigate software and problem-solve.
• Ability to take initiative and work independently.
• Ability to communicate in stressful situations using tact and job knowledge to assist with complaints and inquiries.
• Ability to maintain clear and accurate records and make difficult arithmetic computations accurately.
• Ability to maintain effective working relationships.
• Ability to apply policies, rules, and regulations pertaining to areas of work.
• Provide personal protection equipment (PPE) to employees as required.

Schedule

Some evenings, weekends, and holidays may be required. The normal work week is 40 hours. Overtime may be required for projects and emergencies. Employees will report to their assigned shop or assigned work location and may be reassigned based on the needs of the Public Works Department. Operation hours are 6:00 AM to 4:30 PM.

Work Environment

This position requires regular contact with citizens, contractors, vendors, developers, and representatives from governmental agencies to exchange information daily, as well as contact with Park County employees on a regular basis. The work environment is typical of an office setting but may be subject to interruptions, multiple phone calls, and inquiries. The noise level is generally moderate, although mechanical repairs and maintenance on heavy equipment take place in the adjacent garage space.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to walk and sit; use hands and fingers; and reach with hands and arms. The employee is occasionally required to stand. Occasionally, the employee might be required to lift and/or move up to 20 lbs. Specific vision abilities required include close vision, color vision, depth perception, and the ability to adjust focus.

This position is responsible for equipment such as telephone, computer, printer, and copier. The use of Park County vehicles is provided only when approved and performing job duties. Confidentiality must be maintained regarding work products, financial information, contracts in negotiation, payroll, etc., in accordance with the Colorado Open Records Act or any other applicable law or statute such as HIPAA as it relates to employee records. This position may be issued a code or key for access to the building during non-business hours and must follow security protocols.

Location

Park County Services Building, 1246 County Road 16, Fairplay, Colorado 80440.