Fire Administration & Financial Business Manager chez City of Asheville, NC

About the Department

The City of Asheville is seeking qualified applicants for the position of Fire Administration & Financial Business Manager in the Fire Department. This position is responsible for supervising and overseeing the business services support staff, the Communications Specialist, and managing financial activities, including budgeting, purchasing, and grants for the Fire Department. It also plays an integral role in assisting with departmental communications strategies and performs contract administration functions.

Position Duties

What you’ll be doing:

Supervises, directs, and evaluates assigned staff: plans, directs and reviews work of individuals and the team; processes employee concerns and problems and counsels as appropriate; recommends discipline, disciplinary actions, or discharge; completes employee performance appraisals and salary increases; participates in interviews and makes hiring recommendations; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.  

Organizes, prioritizes, and assigns work: prioritizes and schedules work activities in order to meet objectives; develops and oversees employee work schedules to ensure adequate coverage and control; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; provides progress and activity reports to department director; and updates and maintains department standard operating procedure manuals.

Manages financial activities and administrative support staff for the fire department: plans, calculates, enters, presents, and monitors the budgets for department projects, including strategic projects funded by bonds and grants; leads and provides oversight of teams supporting strategic initiatives and programs, including the Business Services staff and Communication Specialist; creates and drafts budgets; makes recommendations regarding funding levels; analyzes and estimates revenue and expense trends; identifies and recommends alternatives; approves expenditures; monitors expenditures and revenues to ensure compliance with approved budget; and prepares and submits required reports and documentation. Assist in the professional development of key AFD staff to gain knowledge and insight into the budget process.  This position also manages requests for information both internally and externally.  

Assists in the management of departmental communications strategies, including internal and external methods. This includes providing insight and direction to the department's communications specialist and ensuring departmental compliance with City of Asheville communication strategies. 

Performs contract administration functions: monitors the execution of contracts to ensure that all contract provisions are met and participates in negotiations and/or major contract changes with contractors prior to final approval.

Develops, reviews, and updates department goals, performance measures, standards, procedures, and policies: reviews efficiency and effectiveness of operations, work methods, financial processes, and procedures; makes recommendations; and provides technical assistance and information to aid in decision-making.

Maintains statistics regarding in-house labor costs to ensure salaries are paid from project budgets: prepares and submits related reports to AFD’s Administrative Fire Chiefs and the Finance Department; and assists in preparing and processing appropriate financial documentation and records.

Manages and monitors department budget: participates in forecasting department revenues and expenditures, including department vehicle maintenance and replacement, makes recommendations regarding funding levels; assists in preparing budget reports and documentation for submission to City Council; and monitors department expenditures and revenues to ensure compliance with approved budget.

Communicates with supervisor, subordinates, other City employees, the public, outside agencies and organizations, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: receives, reviews, prepares, completes, processes, forwards or retains as appropriate various forms, reports, correspondence, project and operational billing, timesheets, agenda items, staff reports, project budget sheets, labor reports, budget reports, council tracking sheets, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Minimum Qualifications

Minimum Qualifications:

Bachelor’s Degree in Business Administration, Public Administration, Accounting, or a related field required; supplemented by five years of progressive leadership experience in public administration, contract management, project and budget management, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

• Must possess and maintain a valid State Government driver’s license. No certification required for this level.

• Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position.

Other Qualifications

Performance Aptitudes:

Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.

Human Interaction: Requires the ability to act as lead person or crew leader, providing guidance to a work unit, coordinating activities, and reviewing work of the unit.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude:  Requires the ability to perform basic arithmetic operations (addition, subtraction, multiplication, division), calculate decimals and percentages, and potentially fractions, discount, interest, ratios, surface areas, volumes, weights, and measures.

Functional Reasoning:  Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.