Business Services Manager

Position Title : Business Services Manager

Department : Office of Business Services (BSE)

Division : Business Services (BSE)

Employee Status : Full-time

Type : Professional Staff Association (PSA)

Grade : K ($50,-$51, annually)

FLSA : Exempt

Reporting Relationships

Reports to : Director of Business Services

Supervision Exercised : Supervision is exercised over non-exempt support staff and possible part-time or student workers.

Job Summary

Supervise day-to-day operations of Distribution, Print Services, and Purchasing departments. Oversee the supervision of personnel, which includes work allocation, training, and problem resolution;

evaluate performance and make recommendations for personnel actions. Develop budget and oversee expenditures. Determine departmental work load and assign staff as needed to fulfill needs.

Problem solve to ensure all orders are processed to completion. Sustain and improve the delivery of mail and freight to the main campus locations as well as satellite sites.

A working manager able to lead and assist, as needed, in any function of the Business Services Department.

Essential Duties and Responsibilities include the following. Related duties may be assigned.

1. Supervise personnel, which include recommendations for hiring, firing, performance evaluation, training, work allocation, and problem resolution.

Administer disciplinary actions for the department as needed.

2. Working closely with the Director of Business Services, develop departmental budgets, and determine a plan for equipment replacement.

3. Oversee the Purchasing Department to ensure all steps of the procurement process are met.

4. Approve requisitions and assign them to team members for purchase order creation.

5. Oversee and assist in the routine maintenance of equipment used in Print Services and Distribution.

6. Develop and maintain the standard operating procedures for the department.

7. Oversee the ordering and maintaining of Business Services’ supplies.

8. Collaborate with the Print Services Technician in setting the pricing of copies and print work.

9. Ensure various chargeback reports are processed accurately and resolve any issues.

10. Prepare reports as needed.

11. Oversee daily mail pick up at the post office and delivery of posted correspondence to the correct vendors.

12. Balance freight vendors’ invoices against Distribution Center shipping records monthly for correct charges and resolve issues if error in billing.

13. Recommend and develop cost savings where able.

14. Oversee the functions of Purchasing which includes but is not limited to procurement, competitive bids per the Illinois Community College Act, campus inventory, vendor relations, and the College’s procurement credit card program.

15. Oversee the functions of Distribution Center which includes Central Stores’ inventory, campus transfers, delivery of freight, and mail and campus storage.

16. Communicate regularly with Director of Business Services.

17. Provide team leadership for problem resolution in all areas of the department. Identify issues and address them accordingly.

18. Manage postage and freight pre-paid dollars to ensure no delay in mail and freight processing

19. Maintain working knowledge to keep informed of postal industry standards and changes.

20. Provide backup support for the Director of Business Services and assist as needed.

21. Actively participate on College committees as assigned

22. Operate and maintain material handling equipment as needed, such as forklift, pallet jack, 2-wheel hand truck, 4-wheel cart, etc.

23. Maintain MSDS sheets and safe storage of all chemicals in Distribution and Print Services Departments.

24. Maintain a valid driver’s license

25. Perform related duties as assigned.

26. Regular attendance is expected.

27. Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or abilities required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications

Associates degree is required and 5 to 7 years of experience in business services, including procurement, mail service, and print services, or similar, or combined equivalent work experience.

1. Supervisory experience required.

2. Must have a working knowledge of Microsoft Suite.

3. Must be able to lift heavy loads at times. Valid Driver’s license is required

4. Strong leadership skills with a team-minded approach

5. Attention to detail and ability to multitask with deadlines.

6. Excellent communication skills and ability to work with multiple departments with deadlines.

Preferred Qualifications

7. Knowledge of procurement is preferred.

8. Experience working with spreadsheets and databases preferred.

9. Ellucian Colleague or similar ERP system experience is desirable.

10. Knowledge of mailroom procedures and / or production printing is preferred.

Work Environment

While performing the duties of this job, the employee regularly works in an office setting, though at times may commute to buildings and be exposed to outdoor elements.

Physical Demands

Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms.

The employee is frequently required to stand, talk and hear.