Office Manager - Public Works Dept.
- Type:Full Time
- Salary/Pay Rate:$54,913/yr
- Posted Date:10/11/2017
HOURS AND SCHEDULE
40 hours per week – 7:30 a.m. to 4:00 p.m. Monday through Friday
with a 30 minute unpaid lunchbreak
As the lead member of the Administrative Services team, performs a variety of skilled and semi-skilled duties and responsibilities related to internal and external customer service ranging from supervising administrative staff (currently a staff of 3) and office functions to participating in routine to complex clerical, secretarial and administrative work by keeping official records, providing administrative support and assisting in the administration of standard operating policies and procedures within Administrative Services. Responds to and interacts with the public, Village and department staff and vendors in a courteous, professional and effective manner.
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The required competencies listed below are representative of the knowledge, skills, and/or abilities required for successful job performance.
• Displays a working knowledge of office practices and procedures – Ability to utilize business skills .
• Has knowledge of basic principles of supervisory practices.
• Ability to form professional relationships with staff.
• English; Spelling, grammar and sentence structure; math; and practices and principles of office management.
• Typing – Ability to produce documents using a keyboard with minimal errors at a rate of 50 words-per-minute.
• Problem Solving – Gathers and analyzes information; Identifies and resolves problems in a timely manner.
• Computers – Ability to use a personal computer to retrieve, prepare and store documents.
• Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; develops realistic action plans.
• Communication – Ability to effectively read, write, speak and comprehend the English language and effectively uses these skills verbally and in writing.
• Delegation/Leadership – Delegates the flow of work and encourages team members in their efforts.
• Comprehends oral and written instructions.
• Ability to work independently.
• Ability to perform multiple tasks simultaneously.
• Ability to work under pressure during emergency situations.
• Ability to devise and implement improved office procedures as needed.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES
• Works alone, as a member of a team, or as a supervisory/lead person to prevent and resolve problems. Develops strategies to assist in planning and coordinating team activities to assure maximum production and efficiency. Evaluates and recommends new programs, practices, and procedures. Evaluates the performance of team members at recommended intervals. Prioritizes, coordinates and delegates office activities and assignment of projects for other administrative staff members. Provides training and answers questions regarding department procedures and job functions.
• Answers inquiries from employees, the general public, and other agencies received in person, by telephone, online, or in writing and refers to appropriate persons; obtains information for the public and makes call-backs to answer residents’ inquiries; receives service requests from the public; answers questions regarding departmental procedures or forwards to the appropriate staff member or agency.
• Accurately and efficiently transcribes from handwritten drafts, types and edits a variety of correspondence, minutes and reports, agendas, letters, press releases, charts, numerical information and other material requiring judgment as to content, accuracy and completeness. Independently composes a variety of letters and memos for mailing and distribution.
• Performs data entry, able to query and instruct staff on use and function of the current customer service database or other Village chosen database.
• Prepares monthly agendas and packets for Public Works & Utilities Committee, including typing, compiling, assembling and distributing. Prepares Historical Sites, Utilities, Environmental Commission agendas and related documents as needed.
• Collects, analyzes, summarizes and processes information for reports; independently prepares reports and surveys for department staff, which involves tabulation, posting, extracting and calculating.
• Prioritizes, coordinates and delegates office activities and assignment of projects for other administrative staff members. Provides training and answers questions regarding department procedures and job functions.
• Answers inquiries from employees, the general public, and other agencies received in person, by telephone, or in writing and refers to appropriate persons; obtains information for the public and relays it to residents via phone; professionally handles service requests received from the public, answers questions regarding departmental procedures and ensures that requester’s concerns are brought to the attention of the appropriate person.
• Processes emergency operational communications, including notification to Police, Fire and General Government.
• Compiles, coordinates, processes and edits department bids and requests for proposals.
• Performs Administrative support to Department Director and other assigned management positions, including scheduling of appointments and special assignments.
• Maintains filing system of correspondence, records, forms and similar material according to established file classification system in order to ensure quick retrieval; gathers, sorts and checks material to be filed; files and retrieves various items as requested. Coordinates and maintains orderly electronic filing system.
• Acts as the department’s Freedom of Information Act (FOIA) Officer and compiles material as a result of FOIA requests.
EDUCATION, EXPERIENCE AND COMPUTER SKILLS
• High School diploma or GED
• Four to ten years related experience.
• Two or more years of supervisory experience.
• Keyboarding skill of 50 words per minute corrected.
• Alpha/numeric data entry skill of 8,000 keystrokes per minute corrected required.
• Knowledge of Microsoft Word, Excel – intermediate to advanced skill level required.
• Fluency in a foreign language is a plus.
• Microsoft Word and Excel, intermediate to advanced skills
• Alpha Numeric Data Entry (8,000 kph required)
• Typing (50wpm corrected)
• Document proofreading/editing
For more detailed information please refer to the job description.
Submit a resume with a completed Village employment application to:
Village of Hoffman Estates
Human Resources Management
1900 Hassell Road
Hoffman Estates, IL 60169
e-mail to firstname.lastname@example.org
First review of applications 10/25/2017
The Village of Hoffman Estates is an Equal Opportunity Employer and complies with all applicable Federal, State and local laws regarding employment.
Because of the many submissions received, the Village is unable to contact all applicants.
You will be contacted if you are chosen as an interview candidate for an open position.
Ways to Apply
All positions require a pre-employment Village-paid drug screen.
All employees must be at least 18 years of age.
The Village of Hoffman Estates is an Equal Opportunity Employer and complies with all applicable federal, state and local laws regarding employment.
The Village of Hoffman Estates offers rewarding employment opportunities in a wide variety of positions. Municipal government offers people the opportunity to serve the community as well as work in a professional and career fulfilling environment. Explore our employment opportunities often and consider working for a well-respected community.
The Village values employee diversity and offers an environment where shared goals, performance standards and a common vision of the future guide the efforts of every employee. Hiring, advancement and rewards depend solely on ability, performance and contribution to our organizational goals without regard to age, gender, race, ethnic origins, physical abilities, religious beliefs, sexual orientation or other perceived differences that do not relate to ability, performance and contribution at work.
The Village of Hoffman Estates Department of Human Resources Management accepts applications and resumes for all positions, except sworn police officers and firefighters, even when there are no current positions open for hiring.
Your application will be kept on file for six months and considered if a position becomes available that suits your qualifications. Because of the many submissions received, the Village is unable to contact all applicants. You will be contacted if you are chosen as an interview candidate for an open position.
Thank you for your interest in the Village of Hoffman Estates.