BUSINESS MANAGER UFD

Code: 07839 Local Non-Competitive

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 a Unified Fire District (UFD) and is responsible for providing or obtaining a variety of management services essential to the organization's operation; when, necessary, performs all regular functions and duties of a firefighter; 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 organizational structures, improving management methods and procedures, and ensuring effective use of personnel, funds, 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 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 to the heads of 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 information systems used by the agency, office, or related units. When necessary: Participates in fire drills and other training courses. Responds to fire alarms and drives or accompanies fire apparatus and assists other uniformed personnel in extinguishing fires. Operates and uses fire hoses and other firefighting equipment and apparatus. Performs special duty at theaters, schools, and other public gatherings to help maintain proper fire precautionary measures. Responds to calls concerning bomb threats and conducts bomb searches. Inspects the condition of fire protection apparatus in public and private buildings. Inspects fire hydrants. Performs rescue work. Pumps out cellars. Receives fire alarms and notifies proper fire company. Keeps needed records.

Requirements

License

Appointees will l be required to possess a driver's license valid in NJ only if the operation of a vehicle, rather than employee mobility, is necessary to perform 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. Knowledge of the methods likely to be effective in fighting various types of fires. Knowledge of varied kinds of firefighting equipment and apparatus. Knowledge of the location of schools, large buildings, streets, and fire alarm boxes in the municipality. Knowledge of types of fire alarm communications that are useful and feasible in the fire departments. Ability to analyze laws relating to the organization and to 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 the establishment and maintenance of essential records and files. Ability to apply management principles and techniques to solving practical management problems. Ability to give suitable assignments and instructions to individuals and groups, provide them with advice and assistance when difficult and unusual problem arise, and check their work to see that proper procedures are followed. Ability to remain cool and decisive in emergency situations. Ability to take immediate and correct action when a fire alarm is sounded. 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. CODE: LG- RKR/mh 3/26/97 This job specification is for local government use only.

Note

The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may not 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 involve all 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 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. Positions in this class may be filled through promotional examination procedures only. Candidates must meet those requirements and qualifications for promotion specified in civil service law, rules, and regulations. MEDICAL EXAMINATION As a prerequisite for appointment, appointees may be required to pass a thorough medical and psychiatric examination administered by the appointing authority. Any psychological, medical, or physical condition or defect which would prevent efficient performance of the duties of the position, cause the appointee to be a hazard to himself/herself, or become aggravated as a result of performance of these duties will be cause for rejection. AGE: Not less than 18 years of age nor more than 35 years of age at the announced closing date for filing applications for the position. In determining maximum age eligibility of veterans, the time spent in active military service during the period specified in the Department of Personnel Law and Rules will be deducted from the attained age. Age requirement does not apply in those jurisdictions whose members are not enrolled in the police & fire pension systems. When applicant have reached their 35th birthday, they are considered to be over 35 years old. Age limits are based on the announced closing date for filing Civil Service Commission applications.