Administrative Services Officer, City of New Britain

Administrative Services Officer, Public Works Department - This position serves as a high level office manager and budget manager for the City's Public Works Department, oversees three administrate staff members, and reports directly to the Director of Public Works.

The City's Public Works Department itself employees 120 people, and is charged with the overseeing the City's streets, parks, water & sewer utilities, sanitation operations, fleet of vehicles, capital projects, right-of-way management, as well as some other related operations.

The Closing Date for this job posting is Monday, November 9th, and applications must be on delivered and on file with the Civil Service Commission/Personnel, Room 409, New Britain City Hall, no later than 4:00 p.m. on that Monday. Application are available for downloadfrom the City's website at: http://www.newbritainct.gov/services/civil/employment/applications.htm

Application may also be obtained in person at the office of the Civil Service Commission/Personnel (860) 826-3404, Room 409, City Hall, 27 West Main Street, New Britain, CT 06051.

The complete job posting is also available on the City's website at:http://www.newbritainct.gov/civica/jobs/displayblobpdf.asp?blobID=26202

A detailed description of the job is below:

JOB SUMMARY:

Directs a variety of administrative and management functions and has responsible charge of all administrative and clerical details of the Public Works Department

SUPERVISION RECEIVED:

Works under the general supervision of the Director of Public Works or his/her designee. Work is carried out with considerable independence and judgment to reach desired results.

SUPERVISION EXERCISED:

Provides consistent, ethical, professional supervision and management of assigned employees such as the department’s administrative and clerical staff.

EXAMPLES OF ESSENTIAL DUTIES:

1. Assigns work and supervises administrative staff, determines and sets work priorities, prepares and coordinates work schedules and division staffing to help expedite workflow, monitors performance, and recommends training, recognition and/or disciplinary action as necessary.

2. Takes a lead role in the preparation of the department budgets and maintains fiscal control; performs on-going monitoring of the department budgets, and provides regular reporting to the Director regarding the department’s budget activities.

3. Assists and takes a lead role in a variety of personnel related functions for the Public Works Department including fact findings and corrective disciplinary proceedings, annual performance evaluations, personnel action forms, monitoring the use of earned time, calculates retirement pay and payouts, training programs, and tardiness among other personnel related functions.

4. Oversees and performs a wide range of duties related to managing financial aspects of the department’s expenditure and revenue accounts, handles and oversees accounts payable and billable, maintains compliance with City purchasing regulations, develops annual sewer user fees and subway rental fees in conjunction with finance department, prepares monthly expense reports for the finance department related to credit card expenditures, manages department reimbursements from State of CT, contractors and city departments, prepares department’s daily deposits, approves requisitions, invoices and petty cash vouchers, and approves payroll.

5. Maintains records related to personnel, grievance, and related proceedings.

6. Assists with the handling of issues with the collective bargaining units involved in the department on issues such as labor relations and grievances.

7. Prepares agendas for Board of Public Works meetings, attends such meetings and keeps minutes of the proceedings.

8. Prepares meeting reports and written transcripts of meetings as needed.

9. Coordinates, prepares and oversees contract bid specifications for a variety of bids for department services and supplies.

10. Coordinates public notification and information on Public Works programming, including the printing of all public relations, educational materials, and updating of City website.

11. Helps ensure good public and customer relations by administrative staff.

12. Assists with Common Council petition response, and prepares Common Council agenda packets for the Director.

13. Takes a lead role working with the City’s trash and recycling collection contractor and other sanitation related activities, prepares reports for the State of CT such as CT DEEP quarterly and annual recycling reports, coordinates sanitation operations with division supervisors, and assists residents with issues related to sanitation services.

14. Performs related duties as required.

NOTE: The above tasks and responsibilities are illustrative only. The description does not include every task or responsibility.

KNOWLEDGE, SKILL AND ABILITIES:

Ability to develop and maintain cooperative relationships with co-workers, the public, other city departments, state agencies and contractors. Considerable expertise as an administrator and supervisor, and have a high level ability to communicate orally and in writing and to lead others. Considerable ability to administer policies and procedures including goals, objectives, planning, financial management, decision-making, and report development and writing.

Thorough knowledge of contemporary office practices, procedures and equipment. Thorough knowledge of business management; business administration and accounting principles and practices. Ability to set up and maintain operating controls, filing and record-keeping systems and practices. Strong computer skills as they relate to utilizing word-processing, spreadsheet, email, and financial and timekeeping software.

MINIMUM QUALIFICATIONS:

Bachelor’s Degree in Public or Business Administration, Finance or a related field plus a minimum of three (3) years of experience as a supervisor, or an equivalent combination of training and experience in management which demonstrates possession of the required knowledge, skills and abilities.

PROBATIONARY PERIOD: Twelve (12) months.