Operations Manager (Oversee Credentialing & Certifications in the PD)

JOB SUMMARY

With a focus on budgeting, procurement processes, and Georgia Association of Chiefs of Police (GACP) Certification, as well as a vital member of our law enforcement team, the Civilian Office Manager plays a crucial role in the smooth operation of administrative functions within the department, with a specific emphasis on compliance with the Governmental Accounting Standards Board (GASB) as well as maintaining and overseeing the GACP certification standards.

ESSENTIAL JOB FUNCTIONS

· Assist the police department in administering the department’s financial affairs, serving as the principle source of knowledge on proper application of Generally Accepted Accounting Principles and will implement new accounting pronouncements and standards.

· Manage procurement activities and supervise all department staff, ensuring all accounting activities are in accordance with established statutes, laws and ordinances.

· Review expenses versus budget, review preliminary budget with division commanders and assist in managing budgetary thresholds.

· Collaborates with Strategic Partnership Director to provide proper budgeting and financial planning documentation for grant applications, operations, and reporting.

· Oversee and manage the department's compliance with GACP standards and certification requirements.

· Prepares and coordinates departmental activities related to the certification/accreditation process.

· Develops proofs of compliance for certification/accreditation standards, prepares policy drafts, prepares written documentation and reports, maintains computer databases, develops, and revises agency forms, coordinates on-site assessments and inspections, tracks the submission of required administrative reports, and collaborates closely with staff on policy development and review.

· Assist in identification and development of innovative programs, systems, procedures, or equipment to improve performance of the agency in compliance with standards.

· Ensures the appropriate and timely development of certification/accreditation files.

· Oversees the department’s policy management software (Power DMS) to include maintenance and updates.

· Prepares the department for and facilitates on-site certification/accreditation inspections and coordinates personnel assigned to on-site team and leads personnel in accomplishing goals and objectives.

• Serve as a liaison between the police department and GACP, ensuring effective communication and adherence to certification guidelines.
• Coordinates communications with other departments and City employees.

· Participates in periodic inspections to establish and monitor compliance as it relates to departmental policies and procedures.

· Possesses strong organizational and multitasking abilities.

• Possesses excellent interpersonal and communication skills.

MINIMUM QUALIFICATIONS

Knowledge of:

• Knowledge of accounting and budgeting practices, knowledge of applicable laws and regulations
• Experience in budget preparation, reporting, and forecasting
• Knowledge of business and general accounting principles including the ability to prepare purchase orders and invoices
• Knowledge of occupational hazards and standard safety practices

• Knowledge of GACP standards and certification processes
• Principles and practices of municipal budget preparation and administration
• Principles of training, performance evaluation, and diversity, equity, and inclusion
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases

Ability to:

• Communicate clearly and concisely, both orally and in writing
• Establish and maintain effective working relationships with those contacted in the course of work
• Ability to establish and maintain effective working relationships with department personnel, City officials and coworkers
• Ability to schedule, organize and execute assigned tasks and understand and follow oral and written instructions

· Ability to manage sensitive and confidential information with discretion

• Ability to establish and maintain effective working relationships with employees, elected officials, representatives from other agencies and the public

• Communicate, meet, and deal with the public and employees in a pleasant, courteous manner
• Ability to manage multiple interruptions and adjustments to priorities throughout the day
• Effectively present information and respond to questions from groups of managers, customers, and the public
• Meet standards for physical endurance, agility, health, and vision
• Act quickly and calmly in emergencies
• Facilitate group participation and consensus building
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications
• Ability to listen and understand directions, information and ideas presented verbally and in writing
• Ability to manage a variety of customer service issues with tact and diplomacy in a confidential manner

Education and Training:

The candidate must meet all minimum qualifications outlined below to be eligible to participate in the selection process.

• Bachelor’s degree in Finance, Accounting, Business Administration, Public Administration, or a related field and 5 years of direct experience (or equivalent work and education experience)
• Proven experience in office management or a similar administrative role, preferably within a law enforcement or public safety environment
• Proficiency in Microsoft Office Suite and other relevant software applications
• Possession of a valid Georgia driver's license and a satisfactory driving record are conditions of initial and continued employment
• Supervisory and/or management level experience in law enforcement a plus
• Experience in Public Government highly desirable

PHYSICAL DEMANDS:

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; walk, stand, or sit for prolonged periods of time; occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; to operate and use specialized law enforcement tools and equipment including guns and handcuffs, and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate the equipment.

Hearing: Hear in the normal audio range with or without correction.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

Employees must be committed to a high standard of confidentiality and be willing and able to comply with all GCIC/NCIC laws and all departmental policies and rules and must be willing to report and/or act on any GCIC/NCIC violations and potential or suspected violations to appropriate supervisory personnel.

The incumbent is expected to meet attendance standards as determined by city management. Employees must be available and willing to work on a full-time basis according to the assigned schedule. Must be available and willing to work overtime (including daily, weekends, and holidays) as determined by management as necessary to meet business needs.

While performing the duties of this job, the employee frequently works in outside weather conditions. The employee occasionally works near moving mechanical parts, in high, precarious places, and with explosives, and is occasionally exposed to wet and/or humid conditions, fumes, or airborne particles, toxic or caustic chemicals, extreme cold, extreme heat, and vibration.

ENTERPRISE CULTURE:

In support of our vision, our organizational culture works to maintain a safe and beautiful community and promote sustainable projects and activities. This is done by attracting and retaining a talented and diverse group of individuals who encompass our shared values through exceptional teamwork and collaboration, innovative thinking, a commitment to professional development, and community stewardship. What makes us unique is our harmonious work environment, forward-thinking, innovative, and non-restrictive approach toward successful service deliverables and outcomes. In turn, we offer a competitive and exceptional benefits package, flexible work hours, remote work opportunities, modern office work design, green space, a brand-new public safety building, and a soon-to-come well space state-of-the-art City Hall.

MORAL CHARACTER:

The employee must possess and continue to maintain throughout the course of the role a commitment to the essential moral values that build character and instill positive and healthy interactions with others (Respect, honesty, compassion, education, not harming others, hard work, kindness, and gratitude). In addition to, the (5) five principles of autonomy, justice, beneficence, nonmaleficence, and fidelity.

The City has the right to revise this position description at any time and does not represent in any way a contract of employment.