Operations Director

Position Summary:

The Operations Director is a management level, overtime exempt position responsible for leading and optimizing the City's administrative, operational, and technological functions. This includes procurement, contract oversight, construction project support, municipal court administration, information technology management, cybersecurity, risk management, human resources development (excluding payroll and benefits administration), website and digital services oversight, employee safety and training, and citywide project management.

The Director develops and implements operational policies and procedures, supports employees and departments, and ensures efficient service delivery across City functions. This role also provides direct oversight of court related administrative work, serves as the primary point of contact for the City's IT contractor, manages internal and external requests for proposals or solicitations, advises on organizational development, and ensures compliance with legal and regulatory standards. The Director further leads planning, execution, and monitoring of major City initiatives and projects.

The final scope of responsibilities for this position may be refined based on the strengths and experience of the selected candidate, with certain duties expanded or reassigned as appropriate.

Essential Duties and Tasks:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Operational Oversight & Administration

• Develops and enforces administrative policies and procedures for assigned operational functions.
• Directs purchasing processes for City operations, including general supply procurement and internal purchase requests.
• Serves as the primary point of contact for vendor solicitations, sales pitches, and unsolicited service proposals.
• Oversees contract development and ongoing compliance for City operations, including facility services such as cleaning, pest control, utilities, and maintenance agreements.
• Negotiates and manages leases and utility service contracts for City owned properties.

• Provides support for audits, insurance reviews, and finance related operational activities.
• Continuously evaluates internal processes and recommends improvements for greater efficiency and service delivery.
• Oversees document retention and preservation standards for all City Hall offices.

Information Technology & Security Management

• Oversees and manages the City's IT infrastructure to ensure a secure, stable, and effective operating environment.
• Develops and implements cybersecurity policies, data protection procedures, and system security improvements.
• Recommends and manages IT upgrades, software transitions, and long term technology planning.
• Oversees the City's website, digital services, and online public interfaces to ensure accessibility and esponsiveness.
• Serves as the main point of contact for IT contractor support tickets and provides initial troubleshooting for staff as appropriate.

Human Resources & Employee Development

• Supports human resources functions related to employee relations, training, and professional development.
• Develops citywide training programs for staff, elected officials, and board or commission members.
• Advises department heads on workplace culture, conflict resolution, communication practices, and organizational efficiency.
• Coordinates duties associated with hiring processes, including advertisement of vacancies, monitoring applications, conducting background checks, and new employee onboarding activities (email setup, workspace preparation, and technology access).
• Assists with employee leave programs including FMLA coordination, short term and long term disability requests, workers compensation injury reporting and claims management, and workforce adjustment requests.
• Facilitates periodic benefit presentations and employee information sessions, such as retirement and supplemental insurance briefings.

Risk Management

• Identifies and mitigates operational, financial, and legal risks tied to municipal operations, procurement, contracts, and grant administration.
• Develops and enforces compliance policies consistent with federal, state, and local regulations.
• Monitors internal processes for potential compliance concerns and implements corrective actions.
• Advises on contract oversight, grant reporting, procurement standards, and regulatory requirements to minimize liability.
• Coordinates with insurance carriers and legal counsel to maintain appropriate coverage and manage risk exposure.
• Oversees claims reporting and management for employee injuries, auto or property damage incidents, and ensures new assets are properly added to coverage inventories.

Municipal Court Administration

• Oversees the operations of the Ranson Municipal Court, ensuring compliance with legal requirements.
• Supervises the Municipal Court Clerk and coordinates as needed with the Municipal Prosecutor and Judges.
• Coordinates with the City Prosecutor and Municipal Judges to ensure accurate recordkeeping and adherence to procedural requirements

Project Management & Strategic Planning

• Leads planning, scheduling, and execution of major City projects and initiatives.
• Oversees construction and renovation efforts, including architectural and engineering coordination.
• Works collaboratively with departments, contractors, consultants, and partner agencies to ensure successful project outcomes.
• Prepares and analyzes project reports to evaluate progress, budget adherence, and achievement of objectives.
• Assists in capital project planning across one year, three year, five year, and long range (ten year) cycles.

Administrative Grant Management

• Assists with identifying, applying for, and administering grants that support City operations and capital projects.
• Ensures compliance with grant requirements, reporting obligations, and financial tracking standards.
• Works with department heads to manage grant funded initiatives and monitor expenditures.
• Maintains grant records, timelines, and deadlines to ensure timely submissions, amendments, and closeouts.

Minimum Qualifications:

Education & Experience:

• A bachelor's degree in business administration, public administration, operations management, information technology, or a related field and at least five years of progressively responsible experience in municipal administration, operations management, IT management, or project management, with at least two years in a supervisory capacity; OR
• A combination of education and relevant experience, including a minimum of three years in a supervisory role, may be considered in lieu of a degree.

Knowledge, Skills, and Abilities:

The requirements listed below are representative of the knowledge, skills, and /or abilities required to perform the job successfully:

• Strong leadership and strategic planning skills.
• Expertise in contract management, procurement, and budget oversight.
• Knowledge of municipal court procedures and general municipal administration.
• Proficiency in IT infrastructure management and cybersecurity best practices.
• Strong problem-solving ability with a focus on proactive process improvement.
• Excellent communication and interpersonal skills to collaborate with government officials, staff, and external partners.
• Ability to manage multiple projects and meet deadlines effectively.

Physical Requirements and Work Environment

• Primarily a sedentary office role, with occasional travel for meetings, training, and project site visits.
• Requires attention to detail, document review, and extended computer use.
• Reasonable accommodations may be made for individuals with disabilities.

This job description reflects management's assignment of essential functions, and nothing herein restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Reporting Responsibility: City Manager

Review Responsibility: City Manager