|Position:|| ||Support Services Admin Services Officer|
|Municipality:||City of New Britain|
Job Title: Administrative Services Officer (Support
to $2,042 weekly) 8 steps
Direct Reports (Y/N): Yes
Department: Support Services
Closing Date: August 19, 2022 at 4:00 pm
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position is represented by Local 818 AFSCME, Council 4, AFL-CIO)
a variety of administrative and management functions and has responsible charge
of all administrative and clerical details of the Support Services Department
inclusive of the divisions: Facilities & Energy, Information Technology,
and Public Safety Telecommunications.
Works under the general supervision of the
Director of Support Services or his/her designee. Work is carried out with considerable
independence and judgment to reach desired results.
consistent, ethical, professional supervision and management of assigned
employees such as the departmentís administrative, clerical, dispatch, IT,
maintenance, parking, security, custodial and related staff.
EXAMPLES OF ESSENTIAL DUTIES:
collectively with the Director and Division Managers to understand duties and
goals of the department.
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 attendance of staff, and recommends
training, recognition and/or disciplinary action as necessary.
staff absences to ensure coverage of all positions, as required.
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 departmentís budget activities.
and takes a lead role in a variety of personnel related functions for the Support
Services Department including but not limited processing weekly payroll,
maintaining attendance records for staff, participating in fact findings and
corrective disciplinary proceedings, annual performance evaluations, personnel
action forms, monitoring attendance, reporting to work, tardiness and the use
of earned time, calculates retirement payouts and training programs among other
personnel related functions.
and performs a wide range of duties related to managing financial aspects of
the departmentís expenditure and revenue accounts, handles and oversees
accounts payable and billable, maintains compliance with City purchasing
regulations, reviews various user annual/monthly fees in conjunction with
finance department and related commissions, prepares monthly expense reports for
the finance department related to credit card expenditures, manages department
reimbursements from State of CT and other related grant programs, contractors
and city departments, prepares departmentís daily deposits, approves
requisitions, invoices and petty cash vouchers, and approves payroll.
records related to personnel, grievance, and related proceedings.
with the handling of issues with the collective bargaining units involved in the
department on issues such as grievances and complaints.
agendas for Parking Commission meetings, attends such meetings and keeps
minutes of the proceedings.
meeting reports and written transcripts of meetings as needed.
prepares and oversees contract bid specifications for a variety of bids for
department services and supplies.
public notification and information on Support Services programming, including
the printing of all public relations, educational materials, and updating of
ensure good public and customer relations by all staff.
with Common Council petition response, and prepares Common Council agenda packets
for the Director and Division Managers.
related duties as required.
for billing, daily collection and accounting of all revenue generated from
city-owned parking facilities, parking meters, parking tickets and ordinance
operational inventories in Support Services Department, parking garages,
on-street parking, and the parking ticket office.
to complaints from the public and others concerning activities of the Parking
Division, as well as matters pertaining to the Support Services Department and
input into the development, implementation, and changes of policies and
procedures in the Support Services Department.
correspondence and screens communications and prepares replies, including
confidential material; receives and screens visitors to office and incoming
telephone inquiries; answers inquiries from employees, City and outside.
NOTE: The above tasks and
responsibilities are illustrative only.
The description does not include every task or responsibility.
KNOWLEDGE, SKILL AND
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.
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
of Property Management, Information Technology, and/or Telecommunications
practices and job settings is advantageous.
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.
NOTE: The above description is intended as
illustration of the various types of work that may be performed and are representative
of those that must be met by an employee to successfully perform the essential
functions of the job. It is intended as a guide for personnel actions and
must not be taken as a complete itemization of all facets of any job. The
omission of specific statements of duties does not exclude them from the
position if the work is similar, related or a logical assignment to the
position. The job description does not constitute an employment agreement
between the employer and employee and is subject to change by the employer as
the needs of the employer and requirements of the job change.
PROBATIONARY PERIOD: Twelve (12) months.
THIS EXAMINATION WILL
BE COMPOSED OF:
minimum passing grade is 70%.
DURATION OF EMPLOYMENT
certified employment list shall be in effect for one year from the date of its
establishment by the Civil Service Commission. Subsequent to the initial
certification of the employment list, no sooner than 10 months and no later
than 11 months and 29 days from date of initial certification, the Commission
may, upon the showing and finding of exigent or extenuating circumstances,
extend the duration of the list when it is deemed to be in the best interest of
the City. The City, or any individual,
may request that consideration of extension be placed on the Civil Service
regular meeting agenda by notifying the Personnel Director no later than one
calendar week prior to the monthly meeting.
The maximum period of time that a list shall remain in effect is two
years from date of initial certification.
RULE OF FIVE PLUS
a vacancy exists for this position, the Appointing Authority is sent the first
five names in rank on the certified Employment list plus the next three highest
City residents. All may be considered equally for the one job vacancy.
to beginning work, the successful candidate must complete and qualify on a City
EXERTION/ENVIRONMENTAL CONDITIONS: Performs duties in a climate-controlled
environment. Routinely and
intermittently exposed to computer screen.
May be required to lift light to medium weights, for example, ledgers,
office supplies, etc. Some degree of
stress in public contact.
ACCOMMODATION IN TESTING:
requests for reasonable accommodations in the testing process must be made in
writing, no later than the closing date for applications. Documentation of the
disability for which the accommodation is being requested, and what specific
accommodation is being requested, must be received no later than two (2) weeks
after the closing deadline for applications. The candidateís failure to provide
documentation which satisfies the Cityís requirements by the timetable above
will result in an inability to provide an accommodation in the testing process.
However, the candidate who meets the minimum qualifications for the position
would still be eligible to compete with all other candidates in the standard
SPECIAL REQUIREMENT FOR
CITY OF NEW BRITAIN RESIDENTS:
of domicile shall be filed at the time of filing the application. (Please see form attached).
Applications must be on file with the Civil Service
Commission/Personnel, Room 409, City Hall, no later than August 19, 2022 4:00
p.m. Application forms may be obtained at the office of the Civil Service
Commission/Personnel, Room 409, City Hall, 27 West Main Street, New Britain,
CT 06051. Tel. (860) 826-3404.
An EOE/AA/Equal Access
We are an Equal Opportunity Employer.
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