Operations Budget & Administration Manager

Description

PURPOSE OF JOB

The Operations Budget and Administration Manager supports the Director of Operations Support by overseeing key administrative, financial, and contractual functions within the Operations Department. This role ensures compliance, quality assurance, and efficient execution of business processes related to transit operations. The Manager plays a pivotal role in monitoring budgets, conducting audits, ensuring contract compliance, and driving operational excellence to support service delivery. This position is critical in aligning operational activities with the organization's goals while fostering collaboration with internal departments and external partners.

ESSENTIAL FUNCTIONS

• Collaborates with the Director of Operations Support to develop and monitor the annual Operations Department budget, providing regular performance reports and variance analyses.
• Conducts periodic audits of contractor expenditures and invoices to ensure accuracy, compliance, and financial accountability.
• Coordinates with the Finance Department to ensure clear and timely communication regarding budget performance, financial reporting, and procurement processes.
• Assists in creating financial models, cost estimates, and budget amendments and collaborating with the Finance Department for implementation in support of strategic initiatives and service delivery improvements.
• Provides quality control and contract compliance oversight for bus operations and maintenance contractors, ensuring adherence to contractual terms, standards, and regulatory requirements.
• Reviews and recommends improvements to business processes and standard operating procedures, focusing on efficiency and compliance with local, state, and federal laws.
• Prepares and supports contract documents and procurements for bus operations, ensuring alignment with Procurement Team requirements and agency policies and best practices.
• Leads data collection and reporting processes for Key Performance Indicators (KPIs), ensuring alignment with safety, service, and ridership goals.
• Serves as the primary point of contact for bus operations data required for National Transit Database submissions and other regulatory reporting.
• Monitors contractor schedules, service delivery, and costs to maintain compliance with performance standards and identify opportunities for improvement.
• Supports business process documentation and updates policies to ensure alignment with organizational goals and continuous improvement initiatives.
• Works closely with the Planning and Development team to provide data, cost estimates, and operational insights for fleet plans, operating plan alternatives, capital maintenance plans, and strategic development projects.
• Serves as the liaison between Operations, Finance, and other internal departments, facilitating communication and coordination for core functions executed by each department.
• Supports technology projects related to transit operations, collaborating with the Information Technology team to ensure seamless implementation and integration.
• Ensures Bus Operations contractors' compliance with safety regulations, emergency preparedness plans, and security protocols, supporting drills, simulations, and training initiatives.
• Assists with the design and delivery of training programs to enhance staff and contractor understanding of business processes, safety practices, and operational procedures.
• Assists with and provides back-up for records management and document control to ensure contractor compliance with agency policies and regulatory requirements.
• Establishes mechanisms for ongoing monitoring of procedures, identifying bottlenecks, and recommending data-driven adjustments for improved effectiveness.

Supervisory Responsibility :

None

Requirements

QUALIFICATIONS GUIDELINES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Where applicable, an equivalent combination of education and experience may be considered in lieu of education / experience listed below.

EXPERIENCE / EDUCATION

KEY COMPETENCIES & CHARACTERISTICS

Knowledge of :

Ability to :

Special Requirements : Hold a current valid Texas Driver's Licenses or have the ability to obtain one upon entry into the position.

PHYSICAL ACTIVITIES : Physical activity includes, but are not limited to : on a continuous basis, sit at a desk for long periods of time; board and disembark from transit vehicles in a field environment, move safety through vehicle shop and maintenance areas, intermittently twist and reach office equipment; write or use keyboard to communicate through written means; lift moderate weight; reaching above the waist, reaching below the waist, and reaching waist to shoulder to reach inventory on shelves; talking and hearing when dealing with customers; and observation of transit projects and operations during field work.