Deputy Director of Board of Estimates Operations, Operations Officer II (Non-Civil)- Office of the Comptroller

Baltimore City•Cocoa, FL

1d•Onsite

About The Position

The Board of Estimates DEPUTY DIRECTOR OF OPERATIONS (The Deputy) works collaboratively within the Comptroller’s Office and with other agencies and offices of City government to represent the interests of the City and citizens of Baltimore in a transparent and accessible public spending approval process. The Deputy conducts the business of the office in a manner that enhances the transparency, accountability and efficiency of government. The Deputy is a non-civil service position of trust charged with careful handling of confidential employee and agency information. The position reports to the Director of Board of Estimates Operations within the Office of the Comptroller and supports and collaborates with the Director to advise Board Members on policy and process. The Deputy works collaboratively with and for the Director and Clerk AND all City offices and agencies to continuously improve and modernize government processes, demystify those same government processes, make information available to the public, and communicate clearly and proactively with all internal and external customers. BOE Operations adds value through its administrative experience, institutional knowledge, attention to detail, timeliness and thoughtful responses and recommendations to internal clients, external community and other partners engaged in the business of the City. BOE Operations responds effectively to everyday challenges through reliable and accurate administrative and analytical work in service to the people of Baltimore City. The Office of the Comptroller challenges itself to performance improvement goals just as it asks of all City offices and agencies. The Office is modernizing and integrating systems focusing on continuous improvements that will support and increase transparency, information accessibility, government accountability and efficiency.

Requirements

Bachelor's of the Arts degree from an accredited college or institution.
Two to five years of relevant work experience.
Proven ability to communicate effectively in writing and verbally.
Proven research and reporting skills.
Experience using document management systems / IT experience a plus / Legal Research experience a plus
Have an equivalent combination of education and experience.
Non- supervisory experience or education may not be substituted for the required supervisory experience.
Valid Maryland Class C Noncommercial driver's license or an equivalent driver's license and eligible to obtain a Baltimore City driver’s permit.
Knowledge of the principles and practices of public and business administration, including the process of planning, organizing, staffing, directing and controlling.
Knowledge of methods and procedures for the collection or organization, interpretation and presentation of information.
Knowledge of management practices and methods.
Ability to adapt and apply the concepts and techniques of administrative analysis to work assignments.
Ability to identify problem areas and recommend appropriate solutions based on logical consideration of alternatives.
Ability to interpret and apply laws, rules, regulations, standards and procedures.
Ability to prepare and present reports or recommendations clearly and concisely.
Ability to compile data.
Ability to coordinate the activities of an organizational unit.
Ability to plan, organize and direct the work of others.
Ability to research and write complex narrative and statistical reports.
Ability to establish and effective working relationships with city officials, community and business groups.

Nice To Haves

IT experience a plus
Legal Research experience a plus

Responsibilities

Supports the Director in management of a team of direct and indirect reports ensuring the regular, deadline driven review and publication of the Board of Estimates Agenda and management of all related record documents for a for a five-member Board, 3 city-wide elected officials and associated publicly televised and recorded meetings.
Acts as a primary point of contact for more than 50 agencies submitting transactions for board approval on a weekly and/or biweekly basis.
Leads the weekly/bi-weekly agenda content review process for the Comptroller and Director.
Manages content review in close coordination with the Clerk and the Comptroller’s Communications and Legislative Affairs Directors.
Ensures timely scheduling of requested BOE related briefings, research transactional history and tracks vital information from briefings.
Develops and maintains written BOE operational standards (SOPs) ensuring efficiency, accuracy, consistency and timely performance of all Board functions.
Supports the Director in routine evaluation and implementation strategies for operational procedures and policies related to all Board operations.
Maintains a strong working knowledge of the BOE document system of record (currently BOE Submit) and works collaboratively with internal and external partners to promote proficient use of the BOE document system and its integration with other City systems.
Works closely with the Director and Comptroller’s IT Manager to inform in-house or contractual staff annual work scopes in support of continuous systems improvement and maintenance.
Directly supports internal and external communications and resource development populating online resources for user groups (BOE Submit SharePoint).
Acts as a primary and/or secondary reviewer, of transactions submitted to the Board, ensuring consistency and accuracy of review by staff.
Identifies performance and/or training issues and collaborates with internal and external agency partners to support performance improvement of the internal BOE Ops team and/or agency contract teams as needed.
Manages the Clerk’s Inbox ensuring timely responses and detailed attention to important and urgent communications affecting the Board such as protests, opposition statements, requests for document execution, etc.
Manages bid process providing oversight of the City’s bid opening process on behalf of the Board and in close coordination with the Clerk.
Maintains a working knowledge of legal and policy regulations governing the Board process, is present for all bid openings and ensures compliance and a well-run publicly broadcast and recorded opening.
Research vendor and legal issues; coordinates protests and statements and directs legals reviews of irregular bids as needed.
Supports the Director in development and implementation of archival duties for Board record document retention including evaluation and management of current and future document retention policies for Board documents supporting modernization while preservation historic and vital records in accordance with the City’s Record Retention Policy.
Supports the Director in setting annual performance goals with the team.
Meets regularly with Senior Staff of the Comptroller and engages with peer managers to coordinate and collaborate on shared work and/or special projects.
Performs other duties as required to support Board of Estimates operations and the collaborative efforts of the Comptroller’s Office and Teams.