[Added 6-13-2005 by Ord. No. 2005-22]
The position of Office Manager in the Department of Public Works is
hereby created. This individual has primary responsibility for coordinating
and directing office operations of the Department of Public Works. The primary
focus of the work is to assure efficient office operations and meeting the
needs of the Director of Public Works, departmental staff and the public.
This individual may work under the stress of continual public and interdepartmental
contact and the pressure to meet strict deadlines and may work with detailed,
complex and sensitive materials, exercising considerable judgment and human
relation skills as a routine part of the job, anticipating and identifying
problems and where appropriate implementing solutions.
The powers and duties of the Office Manager of the Department of Public
Works shall include but not be limited to:
A.
Directs department in the absence of the Public Works
Director and Deputy Public Works Director.
B.
Responsible for ensuring the internal Public Works accounting
function in managed and any other applicable rules, regulations, policies
and/or procedures.
C.
Responsible for ensuring the Public Works Department
complies with all applicable rules, regulations, policies, and/or procedures
in its record keeping and retention.
D.
Public Works Department budget responsibilities include:
assist with preparation of budget, coordinate submittal of all Public Works
budgets; verify figures; ensure continuity; ensure department goals are reflected;
write and/or edit all narratives; verify Department complement; and assist
in balancing within the department.
E.
Responsible for ensuring the effective provision of clerical
support to all Public Works Divisions (Fleet Maintenance, Electric Utility,
Road Department, Sanitation department, Sewer Department and Water Treatment
Plant and Operations and Maintenance).
F.
Responsible for ensuring the Department meets all required
rules and regulations.
G.
Answers complaints and resolves problems involving the
activities of the Public Works Department.
H.
Performs related duties as required.
I.
Recycling Coordinator.
J.
Greet visitors and take incoming phone, fax and radio
messages, and promptly take care of a request or relay the message to the
appropriate person. Review incoming mail, refer to appropriate person, and
answer routine correspondence at the direction of the Director.
K.
As directed, schedule regular and nonroutine work and
organize workload to ensure regular deadlines are met and emergencies are
handled promptly and effectively.
L.
Plans, organizes, coordinates and assigns the work of
assigned staff; provides guidance as needed.
M.
Coordinates the office operations of the department.
Develops and maintains office forms and procedures, and assists with administrative
tasks involving personnel, budgeting and facilities as requested by the Director
of Public Works staff. May develop and implement policies and procedures for
effective customer service.
N.
For a large volume of purchase or varying complexity:
prepare requisitions for the purchase of supplies and equipment; maintain
records and files of expenditures; prepare purchase orders; get approval signatures;
verify invoices; order supplies and equipment; check in deliveries; and do
all necessary calculations.
O.
Develop and implement office procedures, routines and
filing systems as necessary; assesses efficiency of department procedures
and recommends changes to management; institutes new or revised procedures
to increase office efficiency and effectiveness.
P.
Provides information on departmental services and programs
to the public and departmental staff; interprets policies and explains procedures;
collects fees, provides copy of public materials, resolves conflicts and problems.
Q.
Compiles data from a variety of sources and prepares
summary reports as directed. May involve statistical calculations and tabulations
in accordance with established formulas.
R.
May post and balance financial records, compile data
for department budgets, maintain records of expenditure.
S.
Maintains follow-up system on reports or actions that
are required on a periodic basis, such as employee status changes.
T.
Maintains records on vital departmental administrative
operations such as vendors, inventory, employee training, work orders and
accounts payable and updating operating procedures.
U.
May handle the processing of new employees and volunteers,
including establishing of Department records and providing basic information
regarding office policies and benefits.
V.
May prepare and maintain employee time cards for department,
obtain approval for all sick leave, overtime etc., and prepare payroll report
for Finance department's use. Perform regular tasks including: maintaining
fuel card system, type or otherwise prepare a variety of correspondence, bid
documents, contracts, forms and reports.
W.
Prepares required purchase requisitions for supplies,
equipment, contract personnel, expense reimbursement; responsible for replenishment
of office supplies; processes and maintain records on invoices monthly.
X.
May perform portions of the work of higher classified
positions occasionally, as assigned.
Y.
May perform duties of similar complexity in any Borough
Department as required or assigned.
The Office Manager of the Department of Public Works shall have the
following knowledge, abilities and skills including but not limited to:
A.
Considerable knowledge of department services, programs,
policies and procedures.
B.
Knowledge of effective principles and practices of office
management and work organization.
C.
Knowledge of effective supervisory methods, practices
and techniques.
D.
Knowledge of business English, composition, spelling,
grammar and punctuation.
E.
Knowledge of bookkeeping principles and practices.
F.
Ability to plan, organize, coordinate, assign and evaluate
the work of assigned staff.
G.
Ability to communicate effectively, both orally and in
writing.
H.
Ability to prioritize tasks, meshes numerous tasks assignments
from various sources, cope with interruptions and meet rigid deadlines.
I.
Ability to analyze complex office problems and develop
and implement sound solutions.
J.
Ability to establish effective working relationship with
other employees, elected officials and the general public. Respond courteously
to inquiries, provide information within scope of responsibility and refer
calls as appropriate to other parties.
K.
Ability to maintain confidentiality and to work in a
sometimes stressful environment.
L.
Ability to operate a personal computer and various application
software as well as other standard office equipment.
M.
Ability to communicate effectively with diverse and sometimes
irate individuals and to handle calmly and efficiently situations ranging
from routine to emergency.
The Office Manager of the Department of Public Works shall have the
following education, experience and training:
A.
An Associate's Degree in office management or related
field (or equivalent experience) and five years office experience, including
supervisory experience; or any combination of education and experience which
would provide the applicant with the desired skills, knowledge and ability
required to perform the job.
B.
Must possess a valid New Jersey driver's license.
Business Professional. Attire must be suitable for the position in order
to maintain the professional image of the Public Works Department (no jeans,
shorts, T-shirts).
The Office of the department of public Works shall receive as compensation
for services an annual salary, which shall be fixed in accordance with the
provisions of the ordinances governing the salaries.
