Business Operations Manager

2 weeks ago

Portland, United States Prosper Portland Full time
Description

Prosper Portland is the economic and urban development agency for the city of Portland. Our work is based on four cornerstones: growing family-wage jobs, advancing opportunities for prosperity, collaborating with partners for an equitable city, and creating vibrant neighborhoods and communities. We make racial equity the foundation of our community and economic development work. Within our workplace and working with our partners, we embrace values of authentic inclusion, transparency, and collaboration.

**Job is open until filled. First review of applications will take place on May 09, 2024. Please apply by this date for first consideration. Interviews will be tentatively held on May 30, 2024.

Summary

This position oversees and manages a diverse array of internal functions for the agency that are vital in supporting an innovative, effective agency and the growth of an equitable economy for the City of Portland. This position leads the Business Operations Team which is responsible for (1) procurement and contracting; (2) information technology; (3) insurance risk management; (4) records management; and, (5) facilities, reception, and surplus property.

Functions and Responsibilities
  • Oversees and leads team in the planning, organization, and management of agency's competitive solicitation and contracting functions for professional, technical, and consulting services; construction, demolition, and environmental services; on-call services; and other purchases of goods and services above statutory bid requirements.
  • Oversees and leads team that manages the activities of Prosper Portland's Information Technology (IT).
  • Oversees and manages agency's insurance risk management, records management, facilities, reception, and surplus property functions.
  • Coaches, mentors, and empowers direct reports; manages staff performance and supports staff development.
  • Provides strategic procurement guidance, technical assistance, and training on public contracting methods and best practices.
  • Pilots and implements programs to promote racial and gender diversity in contracting and increase the utilization of certified disadvantaged, minority-owned, women-owned, and emerging small businesses.
  • Develops, negotiates, and/or manages complex contracts related to assigned areas of responsibility, including, but not limited to, contracts for insurance risk management/, outsourced Facilities vendors, and the agency's lease agreement.
  • Investigates and resolves performance/payment disputes and contract award protests in consultation with in-house and outside legal counsel.
  • Provides strategic guidance and assists the agency on matters pertaining to other areas of responsibility including retention matters, risk management and risk transfer practices.
  • Develops, interprets, and administers agency-wide policies, procedures, and administrative rules in collaboration with policy sponsors and owners.
  • Ensures information security and contract compliance across a variety of functions.
  • Oversees the development, monitoring, and management of team's annual budgets.?
  • Develops and makes presentations to Executive Team, the Board of Commissioners, City Council, and other stakeholder groups.
  • Represents the department and the agency on a wide range of technical and policy matters with projects/programs, committees, task forces, City Council, press and public relations matters, etc.
  • Provides support, in-depth analysis, and recommendations to Prosper Portland in assessing the impact of contracts, legislation, and other issues affecting business operations.
  • Participates in the identification and/or resolution of key internal and external policy issues and matters affecting the Finance and Business Operations Department and the agency.
  • Nurtures and develops relationships with other city bureaus, regional and state agencies, advisory groups, community organizations, etc. to enhance the impact of agency's work.
  • May serve as Acting Department Director in the Department Director's absence.
  • Leads and/or assists the agency with special projects, committees, and other relevant duties as assigned.
Scope
  • Position operates independently with general direction from Chief Administrative Officer.
  • Position makes a wide variety of complex decisions that require technical expertise, leadership, initiative, and good judgement. Decisions and errors in work can have significant legal, fiscal, political, and operational impacts to the agency.
  • Work involves a high level of complexity due to the advanced technical nature of the work, the difficulty and leadership skill required to lead a team, the level of inter-departmental and external collaboration, the intense political and community interest in agency solicitations, the need to prioritize multiple initiatives and navigate political dynamics.
  • Position performs a variety of work functions and a varied scope of work that is often complex, new, and or has a high degree of technical difficulty. Position serves as a subject matter expert to the agency.
  • Position has full supervisory responsibilities of a team. Oversees the work of consultants, temporary workers, and/or student staff.
  • Position has oversight for administration of agency funds, private investment, and city funds; possesses expenditure authority to $25,000; the ability to authorize sole source procurements not exceeding $100,000 and recommend competitive solicitation exemptions in accordance with LCRB rules.
  • Position handles sensitive information and must always ensure information security and maintain a high degree of confidentiality and the highest ethical standards.
Competencies

Putting People First, Inclusion & Collaboration
  • Interpersonal Skills: Advanced ability to establish and cultivate authentic and effective working relationships and partnerships. Exercises active listening, tact, patience, diplomacy, discretion, and political awareness.
  • Mission-Driven Service: Ability to provide excellent service by demonstrating a people-oriented mindset and a willingness to help. Ability to train and provide mentorship, guidance, and thought partnership to others.
  • Teamwork: Ability to work inclusively and collaboratively with others. Resolves conflict and builds consensus.
  • Leadership: Ability to lead, organize, review, and support the work of others. Ability to effectively manage staff performance and invest in staff development. Ability to coalesce, motivate, and empower a team.
  • Communication: Effective use of both verbal and written communication. Advanced ability to speak and present in public. Utilizes negotiation, facilitation, and persuasion skills. Ability to organize, simplify, and report complex data and information to a variety of audiences. Bilingual or multilingual a plus.
  • Cultural Curiosity and Reflection: Ability to learn and use culturally responsive practices to understand, communicate, and work with people across cultures and identities. Honors and embraces differences and models inclusivity in interactions and decisions.
  • Advancing Equity: Knowledge of and a demonstrated commitment to advancing social and racial equity. Actively embeds equity in strategy, policy, and practice. Ability to lead others in learning, understanding, and applying the principles and practices of equity to work.
Knowledge

Excellence, Innovation & Learning
  • Advanced knowledge of principles and practices of public procurement and contracting.
  • Knowledge of Federal, state, and local laws, regulations, and court decisions applicable to areas of responsibility.
  • Understanding of risk management principles and commercial insurance programs.
    • Understanding of IT operations including infrastructure, software, and service delivery.
    • Understanding of budgeting, project management, and facets of general public administration.?
    • Knowledge of and ability to apply strategies that center equity in strategy and business practices.
    • Knowledge and use of Microsoft Office and ERP systems.
  • Technical Abilities: Advanced ability to develop and analyze policy. Ability monitor, evaluate, and make recommendations related to public procurement, IT, risk management, and records management.
  • Continuous Learning: Openness to new ideas. Ability to provide and receive constructive feedback. Ability to ask for help and learn from experiences.
  • Problem Solving: Apply advanced research, analytical, and creative problem-solving skills. Exercises sound judgement in carrying out responsibilities. Ability to interpret and apply law, policy, and procedure to work.
  • Adaptability: Flexibility to respond to shifting and competing work demands. Ability to work with ambiguity. Perseveres in the face of obstacles.
  • Planning and Organization: Ability to oversee complex projects, initiatives, and contracts. Advanced ability to strategize, develop, implement, and evaluate goals, policies, and procedures. Ability to develop and manage a budget.
  • Accountability: Takes initiative and responsibility for actions. Follows through on commitments and meets deadlines. Maintains confidentiality as appropriate.


Minimum Education, Training and/or Experience

Eight years of progressive experience in public procurement. Management experience or experience with other business operations functions, while not required, is considered helpful and valuable experience.

Physical Requirements

Position requires ability to remain in a stationary position for extended periods of time along with the ability to frequently move throughout the office. Position often uses a computer and other standard office equipment. Position must communicate and interact with internal and external stakeholders often regarding complex issues.

Working Conditions

Normal working hours Monday through Friday [8 AM - 5 PM] in a combination of in-person and remote work; however, additional hours will regularly be needed to meet deadlines. Early morning, evening, and weekend meetings may be necessary. Position may travel to external meetings, properties, or events and may occasionally travel out of the metro area. Assigned work is often politicized, shifting, and complex, which sometimes necessitates working under stressful conditions. Position will be expected to engage in conversation and personal reflection around race, racism, and equity.

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