The Business Services Manager leads the Team. This team is comprised of two key positions, the Executive Assistant, and the Management Analyst II.  These positions assist the Business Services Manager with various functions in support of the Department.  The Executive Assistant assists with the daily operation of the department and oversees the Office Secretary and Central Services. The Management Analyst II manages the Administration budget and oversees records management and preservation. Additionally, the Business Services Manager, working with the Deputy Director of Administration, performs the following functions: establishes and implements staff development and training programs; assists the Executive Team with developing and achieving department-wide strategic initiatives; administers the Department’s Capital Improvement Plan (CIP).

The Central Services Team is the heart of the department and is responsible for routing of all incoming mail, works directly with the records management unit for retention of correspondence, reports, documents, and other material; and this team is also responsible for preparing outgoing correspondence, including Board Packages and other typing and duplicating services. Finally, they are responsible for maintaining inventory and the issuance of general office supplies; ensuring timely duplication and mailing of project specifications and addenda; and providing copy and print services for all Divisions.

The Fiscal Unit is responsible for the cost accounting system which is the Department’s basis for project cost accounting control. Labor time records are recorded electronically for payroll and project costing purposes with this system. Functions include oversight of accounts receivable related to invoicing for reimbursable costs and water services provided to customers in County special districts; cash receipting with the Accela System and credit card accounts payable activities for both customer receipts and procurement of merchandise and services; and the maintenance of employee personnel and payroll files. The Fiscal Unit performs reconciliation of the cost accounting system to the County-wide general ledger system for most Department budgets. The Unit coordinates the compilation of the Departmental Budget submittals and periodic reports to the offices of the County Administrator, the Auditor Controller, and the State Controller.

The Personnel/Training Coordinator maintains a database which records all County sponsored training taken by all Department staff. The Coordinator works with Division Heads to develop a specific training outline for various position classifications, locates sources to provide identified training, and works with Division Heads to have affected staff scheduled for training. The Coordinator serves as a liaison to the County’s Human Resources Unit and performs/coordinates all non-payroll and non-disciplinary Human Resources activities for the Department, such as position transfers, position justifications, supplemental pay, recruitment coordination, new hire orientation and the coordination and processing of new hire paperwork, withholding allowance form updates, and leave of absence requests.

The Payroll Specialist processes bi-weekly payroll, as well as electronic payroll actions for the Department. The Payroll Specialist coordinates and processes, withholding allowance form updates, direct-deposit changes, address updates, payroll corrections, payroll audits and other related duties. The position serves as a liaison to the County’s Payroll Department and the Department’s in-house administration personnel.

The Geographic Information Systems (GIS) unit oversees the creation, acquisition, storage, and distribution of geographically referenced data and applications. The GIS unit utilizes GIS and GPS equipment to provide a geographic index to fixed assets, legal boundaries, and other related events that occur within all units of Public Works. They perform geographic analysis using layers of data to create new information that can be used as a management tool and works closely with County GIS (Community Development Department) to ensure data accuracy standards and compatibility is met.