Business Manager

Franklin County, PA; Chambersburg (Franklin County); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Prescription coverage

Life insurance

Paid time off

Tuition reimbursement

Retirement plan

Job summary

Franklin County Jail in Pennsylvania is seeking a dedicated Business Manager to oversee fiscal and business operations of the correctional facility. You will supervise staff, manage inmate accounts, budgeting, procurement, inventory, and ensure accurate reporting to support county operations.

The role involves coordinating with the Warden for institutional contracts, monitoring spending within budgets, and maintaining compliance with policies and procedures.

Qualifications

• Bachelor’s degree in Administration of Justice or related field; First Aid and CPR certification preferred.

Responsibilities

• Supervise and direct assigned staff (Administrative Assistant, Property Clerk, Logistics Officer).
• Prepare annual budgets and perform internal audits of accounts.
• Maintain Inmate Store Account and oversee purchasing, inventory, and vendor records.

Skills

Budgeting

Supervisory

Inmate accounts

Procurement

Education

Bachelor’s degree in Administration of Justice

First Aid and CPR certification

Job description

Are you motivated, service-driven, and ready to make a difference? We want to hear from you!

We are seeking a dedicated, self-motivated professional to oversee the fiscal and business operations of our correctional facility. This key leadership role is responsible for managing a variety of essential functions, including inmate accounts, fiscal budgeting, procurement and purchasing, inventory management, reconciliation of the Inmate Store Account, and the daily supervision of staff.

Working closely with the Warden, you will help plan, develop, and implement institutional contracts, oversee fiscal matters, and ensure accurate and timely reporting to support the facility’s overall operations.

We’re looking for someone who takes initiative, values accountability, enjoys leading a team, and is passionate about serving others and giving back to their community.

Franklin County is a great place to live and work! Nestled between the Blue Ridge and Tuscarora mountains in South Central Pennsylvania but not far from DC, Baltimore and the beaches of the mid-Atlantic, Franklin County is one of the fastest growing counties in the Commonwealth. We want the best people working to serve the 155,000+ residents that call this beautiful area "home."

EDUCATION/TRAINING

Bachelor’s degree in Administration of Justice or related field, plus some supervisory and computer training. First Aid and CPR certification preferred.

WORK EXPERIENCE

3-5 years working experience in business administration and finance, preferably in a correctional institution including 1 year at the supervisory level, experience in budgeting and processing bills; or any equivalent combination of acceptable training and experience.

FRANKLIN COUNTY

Business Manager January 3, 2023

Position Description Supervisory/ Exempt

OVERALL OBJECTIVE OF JOB

To supervise and oversee all of the fiscal and business-related functions of the jail, but not limited to, inmate accounts, fiscal budgeting, procurement, purchasing, maintaining inventories of supplies, managing and reconciling the Inmate Store Account and daily supervision of staff. To assist the Warden in planning, developing and implementing the institutional contracts and fiscal matters, and reporting.

ESSENTIAL FUNCTIONS OF JOB

• 1. Supervises and directs assigned staff, included but not limited to; Administrative Assistant, Property Clerk and Logistics Officer handling operational concerns, assigning job duties and oversees general operations of the facility.
• 2. Assists in interviewing, hiring, training and evaluating of staff.
• 3. Ensures completion of employee performance evaluations, trainings and disciplines as necessary by following County and Jail policies.
• 4. Responsible for the preparation of annual budgets, performs internal audits of accounts in accordance with federal, state and local requirements.
• 5. Maintains and administers the Inmate Store Account.
• 6. Selects and documents products and services keeping in mind cost analysis of potential earnings and/or estimates to determine the feasibility of new services, equipment or projects by preparing requisitions from selected vendors for specific products and documents purchases.
• 7. Coordinates, receives, records and maintains all purchases for the Jail, Central Booking, Jail Industries, and the Inmate Store Account.
• 8. Reviews, approves, codes and routes all Jail invoices for payment for final process by Accounts Payable.
• 9. Administers an internal audit of accounts for all Jail invoices.
• 10. Prepares and maintains statistics on a monthly and quarterly basis for the state and County reports, to include but not limited to; Prison Board Report and Budgetary Reports.
• 11. Inspects facility weekly and supervise cleanup and maintenance.
• 12. Assists records administrator with the following: inmate telephone system commissions, inmate commissary commissions, compare purchases made by inmates to cash account reimbursement, compare county maintenance/property maintenance hours for reimbursements and compares inmate work detail hours for reimbursements to the inmate cash account.
• 13. Tracks and generates billing for out-of-county inmates from Transport Companies.
• 14. Interacts professionally with police agencies, courts, government offices, contractors, County officials and general public.
• 15. Performs maintenance and set-up of jail software.
• 16. Oversees and promotes Jail Industries and maintains the account.
• 17. Maintains up to date material for the Law Library and computers for the purpose of inmate education.
• 18. Manages the entire purchasing process for the Franklin County Jail to include- detailed accounting records of all purchases to include: quotes, MOU’s, RFP’s, bids, packing slips, invoices, develops and adheres to the County’s purchasing and inventory control policies and procedures, etc.
• 19. Oversees all department spending ensuring County policies are followed and maintaining within the allocated budgets.
• 20. Investigates and rectifies all errors or issues relating to any financial concerns of invoice or billing and contracted rates.
• 21. Monitors and forecasts operational needs on a concurrent fiscal calendar year up to ten years.
• 22. Monitors billing for Franklin County Inmates held elsewhere and processes monthly invoices.
• 23. Maintains the inventory of all property and contracted services of the Jail.
• 24. Administer a set of standards and ensures compliance with all Jail contracts.
• 25. Integrate the operational service of the institutional program – Weekenders/Non-Profits.
• 26. Regulates quality assurance of all supply purchases for the Jail.
• 27. Develops, utilizes, revises, interprets and ensures compliance for chemicals with the federal standards SDS (Safety Data Sheets.) This protects the Jail from various workplace hazardous incidents.
• 28. Preparation for equipment requests, purchases, and services for major and minor capital expenses and repairs.
• 29. Ensures appropriate licensing, credentials, insurance coverage, certificates, background checks and all required checks required for any subcontracted services.
• 30. Meets regularly with Warden, Deputy Wardens, Major, Lieutenants, County Administration on a regular scheduled basis to discuss fiscal needs and concerns, accreditations and fiscal outlook.
• 31. Coordinates between multiple departments to ensure Jail operations related to business functions are efficient and effective, to include-open record request, RFP process, MOU’s, contracts, invoices, weekender program, contracted professional providers, and grants.
• 32. Manage State Constable invoices with transport verification.
• 33. Operates the inventory of warehouse supplies and effectively keeps order for flow of service.
• 34. Develops warehouse operation systems by determining product handling and storage requirements; developing, implementing, enforcing, and evaluating policies and procedures; developing processes for receiving product, equipment utilization, inventory management, and shipping.
• 35. Maintains Jail Forms for accuracy and availability, manage all documents via Laserfische system for record keeping.
• 36. Maintain W9’s for active vendors of the Jail.
• 37. Manage the travel for Jail staff.
• 38. Manages barber services for inmate haircuts to include verification of account, licensing, insurance, scheduling, and invoicing of services.
• 39. Coordinates rotation of inmate book carts and monitors replacement of entertainment for inmates IE: games, TV, newspaper.
• 40. Maintains a log of expiring certifications for monitoring Jail operations.

OTHER DUTIES OF JOB

• 1. Attends meetings and training seminars as required.
• 2. Performs other job related work duties as required.
• 3. Be a liaison with other departments within the County and Jail to perform tasks.
• Complete any other tasks given by the Warden or Deputy Warden.
• 3. Successfully complete Academy Training.
• 4. Serve on committees or boards as requested in support of the Jail’s operations.
• 5. Handles notary status for Jail use.

SUPERVISION RECEIVED

Receives occasional instruction and supervision from Warden or Deputy Warden in regard to daily work duties.

SUPERVISION GIVEN

Supervises administrative assistant and property clerk.

WORKING CONDITIONS

• 1. Works indoors in limited work space with adequate lighting and ventilation, but with fluctuations in temperatures.
• 2. Works indoors with average exposure to noise, but with frequent disruptions and stress.
• 3. Normal indoor exposure to dust/dirt.
• 4. Subject to working on-call or on as-needed basis (on-call 24 hours/7 days).
• 5. Works daily with potentially volatile, hostile or aggressive inmates.

PHYSICAL AND MENTAL REQUIREMENTS

• 1. Must possess ability to record, convey and present information, explain procedures and follow instructions.
• 2. Must be able to sit for long periods of time throughout the workday, with frequent standing, walking and occasional twisting, reaching, climbing, pulling and pushing required for obtaining files, doing inspections or other job duties.
• 3. Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out job duties.
• 4. Sedentary work, with occasional lifting/carrying of objects with a maximum weight of fifty pounds.
• 5. Must demonstrate emotional stability.
• 6. Must be able to cope with the physical and mental stress of the position.
• 7. Must be able to physically and mentally react quickly in the event of a disturbance or physical outbreak.
• 8. Must be able to pay close attention to details and concentrate on work.

QUALIFICATIONS

A. EDUCATION/TRAINING

Bachelor’s degree in Administration of Justice or related field, plus some supervisory and computer training. First Aid and CPR certification preferred.

B. WORK EXPERIENCE

3-5 years working experience in business administration and finance, preferably in a correctional institution including 1 year at the supervisory level, experience in budgeting and processing bills; or any equivalent combination of acceptable training and experience.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• 1. Must be able to speak and understand the English language in an understandable manner in order to carry out essential job duties.
• 2. Must possess initiative and problem solving skills.
• 3. Must possess effective communication and interpersonal skills.
• 4. Must possess ability to function independently, have flexibility and the ability to work effectively with clients, co-workers and others.
• 5. Must possess the ability to maintain confidentiality in regard to client and County information and records.
• 6. Must possess a thorough knowledge of the County and Jail policies and procedures and operation and the ability to apply same to job duties.
• 7. Must possess a technical knowledge of the legal standards and regulations governing the security and operations at a correctional institution.
• 8. Must possess the knowledge of principles and practices of effective supervision.
• 9. Must possess the ability to assign and review work of subordinates.
• 10. Must possess the ability to make appropriate recommendations concerning revisions to policies/procedures.
• 11. Must possess knowledge of behavior patterns of inmates.
• 12. Must possess technical ability to operate computers and to maintain appropriate information.
• 13. Must possess a valid driver’s license.

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I HAVE READ THE ABOVE POSITION DESCRIPTION AND FULLY UNDERSTAND THE REQUIREMENTS SET FORTH THEREIN. I HEREBY ACCEPT THE POSITION OF BUSINESS MANAGER AND AGREE TO ABIDE BY THE REQUIREMENTS AND DUTIES SET FORTH. I WILL PERFORM ALL DUTIES AND RESPONSIBILITIES TO THE BEST OF MY ABILITY.

_________________________________ ____________________________

(Signature of Employee) (Date)

_________________________________ ____________________________

(Signature of Supervisor) (Date)

In compliance with the Americans With Disabilities Act, the Employer will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the Employer.

We offer an excellent benefit package including medical, dental, vision, prescription, life insurance, paid time off, tuition reimbursement and a retirement plan! Pay increase upon successful completion of probationary period and academy.

Franklin County is an equal opportunity employer.