Operations Budget & Administration Manager

Job Description

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

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

Bachelor's degree required in Transportation, Business Administration, Public Administration, or related field.

Five (5) years progressively responsible experience in an operational or administrative role with a minimum of three (3) years of public transportation.

KEY COMPETENCIES & CHARACTERISTICS

Knowledge of:

Transit operations, procedures, and industry practices.

Contract development, oversight, and compliance.

Budget management and financial analysis.

Regulatory compliance related to local, state, and federal transit laws.

Key performance indicators (KPIs) and data analysis methodologies.

Microsoft Office Suite, financial management software, and project management tools.

Ability to:

Communicate clearly and concisely, both orally and in writing, with internal and external stakeholders.

Analyze data to inform decision-making and improve business processes.

Manage multiple projects and deadlines effectively.

Foster collaboration across departments and with external partners.

Adapt to changing priorities while maintaining attention to detail.

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.

Come be a part of an amazing team working to move the people of the 6th largest growing county in the United States!

Additional perks and benefits that accompany full-time employment with DCTA:

One 8-hour paid day off for your birthday.

Employee portions of Medical and Dental benefits are 100% paid by the

If you have utilized a Proportionate Retirement Program in the past, the service time transfers to DCTA’s retirement system, TCDRS. The following systems apply:

Texas Municipal Retirement System (TMRS)

Employees Retirement System (ERS)

Judicial Retirement System of Texas (JRS)

Teacher Retirement System of Texas (TRS)

City of Austin Employees Retirement System (COAERS)

Expanding time-off accruals: 12 days of vacation time accrued for the first year, increasing by one day each year, with a max of 17 days annually. Additionally, employees earn 12 days of sick time each year, 1 personal day, 2 floating holidays, 1 birthday, 8 fixed holidays, and the ability to earn two additional days off through the Wellness Program.

Regional transit passes (bus and rail) for you and your immediate family.

DCTA strives to continually improve our Servant Leadership We pride ourselves in having an open, caring, and communicative community of employees, with the drive to help build each other up.

Flexible dress code: business casual, allowing jeans every day (unless otherwise specified for external/special meetings, events, etc.).

Extensive Wellness Program, including several opportunities to volunteer with the agency, sporadic lunch and learn events, chair massages, the potential to earn two extra days off each year, and continual efforts to improve wellness throughout the agency.

***DCTA is proud to be an Equal Employment Opportunity Employer***Company Description

Denton County is the 6th fastest-growing county in United States with nearly 950,000 residents, according to the U.S. Census Bureau. DCTA is committed to improving mobility, air quality, economic development and livability in the areas we serve. Since inception, DCTA has accelerated innovative transportation solutions critical to reducing traffic congestion and enhancing air quality, while contributing to strategic growth and development, and improving the quality of life for Denton County residents. DCTA drives a better future for Denton County by getting people where they need and want to go.

Full-time