Business Operations Supervisor

City of Kodiak, AK•Kodiak, AK

33d•Onsite

About The Position

The City of Kodiak is recruiting for a full-time Business Operations Supervisor, in the Harbor Department. The Department is looking for an experienced team player that has a desire to be a part of a highly engaged Harbor Department working hard to serve the needs of our community. Under general supervision, this position is responsible for overseeing and performing specialized billing, receiving and processing payments, issuing receipts, and posting payment data to customer accounts. Duties of a specialized nature in support of the department or program include, but are not limited to, all customer billing and enforcement; delivering excellent customer service; records management; managing the assignment of berths; and maintaining all related procedural documentation and compliance. Supervise administrative support personnel assigned and provides support and performs full range of duties of the administrative personnel. The Port & Harbors Department provides a variety of services to support the public marine facilities that are essential to the continued economic and recreational activities of the community. The Business Operations Supervisor is responsible for providing advanced technical support to the department in an efficient and effective manner and is frequently required to make high level independent, sound judgments and to work without direct supervision. Works closely with the Finance Department on accounting and financial related functions. The Business Operations Supervisor must perform these duties in a manner that reflects positively on the City and the department.

Requirements

High school diploma or General Education Development (GED) and Associate's degree or two-year technical certificate in accounting, business, or related field and three to five years of progressively responsible accounts receivable, accounting, or bookkeeping experience and two years of supervisory experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
Must have a valid Alaska Driver's License or ability to obtain within 30 days of hire.
Knowledge of: Basic accounting principles and practices;
Pertinent federal, state, and local laws, rules, and regulations, including the Kodiak City Code, City of Kodiak Schedule of Fees, Charges, and Tariffs;
Accounts payable/receivable principles and practices;
Principles of supervision, training, performance evaluation, and progressive discipline;
Customer service principles;
Data entry techniques;
Basic mathematical concepts;
Basic report preparation techniques;
Records management principles and procedures including record keeping and filing;
Modern office equipment and computers including intermediate knowledge of Microsoft Office applications, Adobe Pro and other applicable software applications.
Skill in: Reconciling financial records and information;
Tabulating, recording, and balancing transactions;
Maintaining records;
Critical thinking;
Identifying problems and applying a creative problem-solving approach;
Preparing routine reports;
Operating standard office equipment, including a 10-key by touch and typing;
Providing customer service;
Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.
Ability to: Perform a variety of difficult and complex financial and statistical work involving the use of independent judgement, accuracy and speed;
Identify, prioritize, and delegate administrative tasks to administrative support personnel, while being able to step in and perform a wide variety of customer service and general clerical work to support administrative operations as needed;
Make accurate mathematical calculations;
Maintain accurate and interrelated financial records and identify and reconcile errors;
Effectively supervise, train, evaluate staff and implement progressive discipline;
Communicate effectively, both orally and in writing, to interpret, explain and apply policies and regulations applicable to the area assigned;
Understand and carry out oral and written instructions;
Assemble data and prepare clear and accurate financial statements and reports;
Maintain professional and courteous interactions with the public;
Learn to operate job related tools and machinery (i.e. folding and mail inserting machines);
Using a variety of communication tools (electronic mail, VHF radio, phone, etc.);
Maintain the confidentiality of customer information/data;
Establish and maintain effective working relationships with those contacted in course of work.

Responsibilities

Oversees and is responsible for port and harbor billing functions including, but not limited to setting up accounts, monthly, semi-annual, and annual billings, late fee calculations, account adjustments, and maintaining accurate records of all City customers, including address and ownership changes, and adjustments as needed and in accordance with policy.
Performs customer service and assistance to the public involving reception and public information tasks; answers customer questions and inquiries or refers inquiries to the appropriate party; explains steps, appropriate forms, procedures, and requirements for various transactions, services, or activities; researches, resolves, and responds to customer problems and complaints; explains departmental policies and procedures to the public.
Manages, supervises and oversees assigned staff to include: prioritizing and assigning work; conducting performance evaluations; provide training and ensuring personnel are trained; ensuring any performance deficiencies are corrected; ensuring personnel follow policies and procedures; maintaining a healthy and safe working environment; and making hiring, termination and disciplinary recommendations.
Oversees overdue accounts and prepares and sends reminders, notifications and delinquency notices and letters to ensure timely payments of outstanding balances; sets up and maintains collection process for delinquent customer accounts in accordance with City Code while maintaining a professional and customer-focused approach; provides reports to Harbormaster regarding the status of overdue and delinquent accounts and customers which are not responsive to collection attempts or are not remaining in communication regarding agreed-upon payment plans.
Responds to elevated customer concerns by actively listening and thoroughly researching all relevant and pertinent related information to assist in a creative and energetic approach to problem-solving in accordance with City Code, City Schedule of Fees, Charges, and Tariffs, and department policies and procedures; provides all necessary information to Harbormaster when customer concerns and requests are outside the scope of authority.
Sets up and maintains the port tariff rate tables and other related fees in the marina management and billing system; reviews and ensures accuracy of rates and fees entered into the systems; ensures system users are trained to competency in the areas of responsibility.
Performs daily cash reconciliation and balancing; prepares daily deposit and necessary records in accordance with City procedures.
Tracks and/or maintains a variety of records, logs, ledgers, and files; performs cashiering tasks and processes payments and prints documentation and records payment transactions; maintains related documentation and financial and accounts receivable reports.
Manages department records in accordance with the records retention schedule.
Develops and timely maintains procedure manuals for the marina management and billing system along with all other applicable department administrative tasks.
Enters a variety of financial information into spreadsheets and/or databases; tests and maintains support systems; reviews and balances transactions, journals and ledgers in conjunction with the Finance Department.
Assists with year-end audit on department financial records.
Performs the full range of duties of the department administrative personnel.
Protects the confidentiality of customer information and records.
Performs other duties as assigned.