You are viewing a preview of this job. Log in or register to view more details about this job.

MetroPlan Organization (MPO) Business Manager

Mountain Line
Email

Safety Statement

This is not a safety sensitive position and is not subject to Drug and Alcohol Testing as required by the Federal Transit Administration.

Job Purpose of the Business Manager

Under direction of the Executive Director, the Business Manager actively supports and upholds MetroPlan’s stated vision, mission and values. This position is expected to perform day-to-day activities with highly responsible and complex administrative duties including budgeting, accounts payable, revenue operations, grant compliances, and coordination of the Board and Committees. This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as MetroPlan policies and procedures, making recommendations to practices as needed.

Essential Functions & Responsibilities

  • Supervisory: This position will supervise and direct the work of vendors towards completing financial management, procurement and grant reporting responsibilities as needed.
  • Financial: This job will recommend and submit budget documents and reports to state, local and federal agencies and will be responsible for ensuring that documents and reports are consistent over fiscal years to various granting agencies.
  • Policies/Procedures: This job carries out day-to-day activities in accordance with established policies and procedures. This position will evaluate, operate by and recommend modification of rules and procedures.
  • Compliance: This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations, grant requirements, as well as MetroPlan policies and procedures.
  • MetroPlan Committees: This job facilities committee meetings, creates agenda packets and organizes and communicates with members of the Board, Management and TAC meetings and special functions for the Board.
  • Reporting: This job has duties related to reporting to Federal/State/Local agencies on grant compliance and funding reconciliation including records retention.

Financial Management

  • Leads the financial management of the organization
  •  
    • Provides strategic recommendations on revenue sources and expenditures to achieve the goals of the Strategic Plan.
    • Makes recommendations to Executive Director in accordance with Financial Standard Operating Procedures (SOP) and updates SOP and policy as needed.
    • Develops and provides a quarterly, annual financial reports to the Board of Directors and Management Committee.
    • Prepares and recommends an annual budget and 5-year budget, develops and coordinates revenue projects based on federal and state grants.
    • Develops, reviews, audits, and reconciles general ledger accounts and bank transactions with minimal supervision.
    • Checks accounts payable including procurement cards for proper miscellaneous codes.
    • Processes and submits for review monthly reports including budget to actuals, and grant reports.
    • Reviews all documentation submitted for payment so that payments are issued in an accurate and timely manner.
    • Develops and tracks budget to actuals, makes recommendations as needed.
    • Collects in-kind cash match from member agencies and performs Journal Entries.
    • Assists with end of fiscal year accounts payable processing and related accounts payable rollovers.
    • Monitors cash flow of the organization.
    • Is responsible for oversight of MetroPlan travel program including review and recommendation of travel reimbursement requests and development and submission of grant travel reimbursements.
    • Leads the Single Audit Report by assisting with preparation and review of Schedule of Federal Expenditures, providing files to auditors, and answering questions from external auditors.
    • Oversees and recommends insurance program.

Grant Compliance

  • Oversees MetroPlan grant compliance
  •  
    • Manages federal grants, some with a degree of significant complexity.
    • Reviews and prepares formula grant requests for completeness, accuracy, and timeliness prior to submittal to the MetroPlan Executive Director including preparation of the Unified Planning Work Program.
    • Prepares post-award agreements, pertinent attachments, time extensions, budget adjustments, and tracking and timely filing of required reports, and assists with staff summary preparation.
    • Performs and verifies post-award compliance to comply with Federal, State, and Local grant terms and conditions/regulations and assurances (office of management and budget circulars, funding agency policies and regulations, program statutes, procurement regulations).
    • Assists staff, contractors, and consultants with questions regarding grant agreements, grant related paperwork, guidelines, grant procedures, and local, state and federal laws and regulations.
    • Attends ADOT grant workshops, conferences, and meetings to ensure coordination and communication between all parties as related to grant compliance and financial management.
    • Conducts closeout and evaluation to include final reporting, audit issues, and project conclusion.
    • Provides various spreadsheets to divisions on proposed, current, and terminated grants.
    • Advises staff of new/updated regulations, manuals, circulars, and letters of instructions for grant compliance.
    • Acts as Title VI Coordinator and oversees MetroPlan Title VI Program, makes annual updates, attends training and ensures compliance.

Clerk of Board

  • Coordinates Board, Management Committee, and Technical Advisory Committee (TAC) activities
    • Organizes and directs activities in preparation for agenda packets, including development of the agenda and processing staff reports in accordance with Arizona Open Meeting Laws. Develops minutes and maintains records for retention, drafting correspondence, research, obtaining signatures, and scheduling of meetings.
    • Responsible for annual event coordination such as Advance, Board dinner and summit.
  •  
    • Responsible for Open Meeting Law compliance such as quorum requirements, posting agendas/notices, taking minutes and recording public meetings.

Procurement

  • Oversees procurement program
    • Stays abreast of procurement requirements, makes policy and procedure recommendations to Executive Director and Board.
    • Tracks agreements, review and releases Request For Proposals (RFP) and other procurement processes in accordance with policies and regulations.
    • Leads preparation of the Disadvantaged Business Enterprise Plan (DBE) and submits required reports.

Administrative

  • Completes other administrative duties
  •  
    • Maintains and updates MetroPlan website (www.flagstaffmpo.org).
    • Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation.
    • Monitors and maintains office supplies, business forms, and/or application forms.
    • Answers written and oral inquiries of a moderately complex nature regarding grants, funding, and inter-governmental administrative processes and procedures.
    • Assists in development and negotiating agreements or contracts with landlord, vendors, agencies and/or consultants.
    • Assists in carrying out, developing and modifying policies and procedures.
    • Acts as mailroom clerk.

Customer Service

  • Responds to inquiries from the public and agencies, via phone, teams and email. Assigns inquiries to appropriate staff.

Attendance

Attendance should be regular and predictable.  General employment policies regarding vacation, sick, and unpaid leave apply.  40% of time may be remote with more flexible schedule pending approval.

Confidentiality

This position is a key part of the management team and involves sensitive internal information and data of the highest order. By the nature of the position, the Business Manager must have access to many different plans, policies, and interpretations of policies, human resource issues, financials, payroll and strategies. This position is expected to respect and maintain employee and customer confidentiality.

Knowledge, Skills, and Abilities

Knowledge:

  • Knowledge of generally accepted budgeting, accounting and auditing principles and practices for government agencies and grants and software such as QuickBooks.
  • Knowledge of responsibilities, functions, and Rules of Procedure for the MetroPlan Board and TAC.
  • Preparation of agendas, minutes and filing systems, format and legal requirements used in preparation and retention of documents.
  • Knowledge of organizational structure of partner agencies and the services and functions provided by each department.
  • Knowledge and skill in applying analytical and evaluative techniques, identification and resolution of grants administration issues and knowledge of laws, regulations, policy, and other requirements that affect grant program administration.

Skills & Abilities:

  • Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
  • Ability to solve practical problems and deal with a variety of concrete variables.
  • Ability to interpret a variety of instructions and rules and regulations furnished in written, oral, diagram, or schedule form.
  • Ability to plan, implement, monitor and close grant agreements of all types and for a variety of purposes in a workable and concise manner.
  • Demonstrated ability to maintain a high degree of organization, with attention to detail and accuracy.
  • Working knowledge of computer software related to word processing, spreadsheets, presentations, and databases.
  • Ability to understand, interpret, and communicate grant and financial terminology.
  • Ability to inspect and track varied grant projects and to monitor appropriate paperwork, authorizations, signatures, payments, reporting, and compliance.
  • Ability to establish, maintain, coordinate and communicate effective working relationships with elected officials, state, federal and local appointed officials, financial staff, legal staff, funding agencies, auditors, and the general public.
  • Promote teamwork in partnership with citizens, other agencies, managers, and other employees.
  • Solve practical problems, deal with a variety of variables, and be creative, open-minded, and professional.
  • Understand community politics, the culture of the organization, and the impact of financial processes and outcomes.
  • Ability to organize and coordinate multiple tasks, work independently, maintain confidentiality and take initiative to improve upon current operations in a collaborative manner.
  • Ability to learn grant management and financial software.
  • Ability to prepare and present narrative and written reports.
  • Ability to work under the pressure inherent of meeting numerous and conflicting deadlines.
  • Processes a variety of forms and paperwork, using established procedures.
  • Types, data enters, or word-processes a variety of technical documents; compiles data and prepares reports.

Working Conditions, Exposures to Risks, and Physical Dangers

  • This position requires physical effort such as walking, lifting, standing, squatting, reaching, pulling, and manual dexterity. The employee must occasionally lift and/or move up to 10 pounds.
  • There are no special vision requirements for this position.
  • There are no special working conditions for this position.
  • The noise level in the work environment is usually moderate.

Minimum Requirements:

Education Requirements and Work Experience:

  • Bachelor’s Degree in Accounting, Public Administration, Business Management, or related field.
  • Three years of experience in governmental budgeting, accounting or record keeping, utilizing computerized accounting systems, currently QuickBooks.
  • One year of computer experience to include Word, Excel, Adobe Acrobat, and the Internet.
  • Or any combination of education, experience, and training equivalent to the above Minimum Requirements.

Licenses, Training and/or Certifications Required

  • Valid Arizona Driver’s License with a satisfactory driving record for the last five (5) years is preferred but not required.

This job description does not create an employment contract. It is intended to describe the general nature and level of work being performed by the person assigned to this position. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position may be required to perform any other job-related duties as requested by management.

Mountain Line is an equal opportunity employer.