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Employment

Position: Support Services Admin Services Officer
Municipality:City of New Britain
Close Date:8/19/2022
Description:

Examination 1452                                                                                                 July 21, 2022

 

 

 

 

CITY OF NEW BRITAIN

CIVIL SERVICE COMMISSION

Announces

An Open Competitive Examination

For

 

Job Title:                                Administrative Services Officer (Support Services)

                                                ($1,587 to $2,042 weekly) 8 steps                                                              

Direct Reports (Y/N):            Yes

Department:                          Support Services

Closing Date:                         August 19, 2022 at 4:00 pm

                                               

(TO CREATE AN EMPLOYMENT LIST)

 

(This position is represented by Local 818 AFSCME, Council 4, AFL-CIO)

 

JOB SUMMARY: 

Directs 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.

 

SUPERVISION RECEIVED:

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. 

 

SUPERVISION EXERCISED: 

Provides 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: 

 

1.    Works collectively with the Director and Division Managers to understand duties and goals of the department.

2.    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 attendance of staff, and recommends training, recognition and/or disciplinary action as necessary.  

3.    Coordinates staff absences to ensure coverage of all positions, as required.

4.    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 departmentís budget activities.

5.    Assists 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.  

6.    Oversees 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. 

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

8.    Assists with the handling of issues with the collective bargaining units involved in the department on issues such as grievances and complaints.

9.    Prepares agendas for Parking Commission meetings, attends such meetings and keeps minutes of the proceedings.

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

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

12.  Coordinates public notification and information on Support Services programming, including the printing of all public relations, educational materials, and updating of City website. 

13.  Helps ensure good public and customer relations by all staff.

14.  Assists with Common Council petition response, and prepares Common Council agenda packets for the Director and Division Managers.

15.  Performs related duties as required.

16.  Responsible for billing, daily collection and accounting of all revenue generated from city-owned parking facilities, parking meters, parking tickets and ordinance violations.

17.  Maintains operational inventories in Support Services Department, parking garages, on-street parking, and the parking ticket office.

18.  Responds to complaints from the public and others concerning activities of the Parking Division, as well as matters pertaining to the Support Services Department and their divisions.

19.  Provide input into the development, implementation, and changes of policies and procedures in the Support Services Department.

20.  Receives 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 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.   

 

Knowledge of Property Management, Information Technology, and/or Telecommunications practices and job settings is advantageous. 

 

MINIMUM QUALIFICATIONS:

Bachelorís 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:

 

 

COMPONENT

WEIGHTS

 

WEIGHTS

Written/Oral Examination

50%

 

50%

Experience & Training

 

or

         100%

 

100%

 

         100%

 

PASSING GRADE:

The minimum passing grade is 70%.

 

DURATION OF EMPLOYMENT LIST:

A 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 THREE:

When 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.

 

 

 

 

PHYSICAL EXAMINATION:

Prior to beginning work, the successful candidate must complete and qualify on a City medical examination.

 

PHYSICAL 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. 

REASONABLE ACCOMMODATION IN TESTING:

All 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 testing process.

 

SPECIAL REQUIREMENT FOR CITY OF NEW BRITAIN RESIDENTS:

Proof 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 Employer

 

 



We are an Equal Opportunity Employer.


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