BUSINESS MANAGER

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under direction, administers the business affairs of an organization and is responsible for providing or obtaining a variety of management services essential to the operation of the organization; does related work as required.

Examples of work

Assists management in identifying its financial, personnel, and material needs and problems. Develops budget estimates and justifications ensuring that funds are used in accord with the operating budget. Counsels management in developing and maintaining sound organization structures, improving management methods and procedures, and seeing to the effective use of personnel, money, and materials. Collaborates with personnel specialists in finding solutions to management problems arising out of changes in work which impact on jobs and employees. Advises on and/or negotiates contracts, agreements, and cooperative arrangements with other government agencies, universities, or private organizations. Directs control of the budget on approval by the appropriate authority including the collection, custody, investment, disbursement, accounting, and auditing of all funds. Recruits, supervises, and oversees training of clerical staff. Formulates with the operating manager policies and procedures governing financial, personnel, purchasing, and operational matters. Keeps financial records and prepares annual financial report. Formulates and administers policies and procedures for development and management of the physical plant including custodial care, sanitation, and fire and police protection. Negotiates with industry representatives on costs and materials for building construction. Develops policies and procedures for procurement of goods and nonpersonnel services. Coordinates service operations such as printing, duplicating, mail and messenger service, bindery, and machine computing and tabulating. Analyzes and organizes office operations and procedures such as typing, bookkeeping, payroll preparation, correspondence flow, filing, requisition of supplies, and other clerical services. Evaluates and revises office procedures, or devises new forms to improve workflow efficiency. Establishes uniform correspondence procedures and style practices. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records. Plans office layouts. Initiates cost reduction programs. Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness. Prepares activity reports for guidance of management. Prepares employee ratings and conducts employee benefit and insurance programs. Analyzes work pertaining to the organization's operation and business units, and develops suitable work programs and procedures. Makes and executes plans for effective utilization of available funds, personnel, equipment, materials, and supplies. Gives assignments and instructions to individuals and the heads of the several units, and provides them with equipment, materials, and supplies, and supervises their work. Supervises business operations of the organization including financial and personnel records, the purchase, receipt, storing, and issuing of equipment, materials, and supplies, and the collection, analysis, and interpretation of data as to collections, expenditures, budgets, stores, and other operational procedures. Confers with the operating manager on matters pertaining to new construction, alteration, repairs, additions, and improvements, and may direct the carrying out of such work not done by contractors. Handles employee personnel problems. Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

Requirements

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

Knowledge of problems involved in working out the internal organization of the business unit of an organization and of developing suitable work programs and procedures. Knowledge of procedures used in making plans for effective utilization of available funds, personnel, equipment, materials, and supplies. Knowledge of methods and procedures used in giving assignments and instructions to groups and individuals, and supervising financial, purchasing, clerical, and other types of administrative work. Knowledge of modern management principles and techniques. Ability to analyze laws relating to the organization and financial transactions. Ability to interpret and apply a variety of rules, regulations, policies, and procedures related to the work of the organization. Ability to prepare and supervise the preparation of clear, sound, accurate, and informative reports containing findings, conclusions, and recommendations. Ability to direct establishment and maintenance of essential records and files. Ability to apply management principles and techniques to solving practical problems of management. Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units. Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication. Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may note perform all duties listed in this job specification. Conversely all duties performed on the job may not be listed. Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester-hour credits are equal to one (1) year of relevant experience. Six (6) years of professional management experience which shall have involved all of the following management functions: (1) setting program or organizational goals and objectives, (2) establishing organizational structure or determining the need for and developing plans for organizational changes, (3) setting policy for the organization or program managed by establishing program emphasis and priorities and developing operating and procedural guidelines, and (4) directing the work of the organization or program through subordinate levels of supervision. OR Possession of a bachelor's degree from an accredited college or university; and two (2) years of the above-mentioned professional experience. OR Possession of a master's degree from an accredited college or university in human services administration, business administration, public administration, industrial management, industrial engineering, management science, or in a program related to the organization, operation, administration, and control of private or public organizations; and one (1) year of the above-mentioned professional experience. "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.