Job Description

This position is responsible for performing difficult technical, paraprofessional and advanced administrative work in customer service, organizational support, legislative support and program management across the Department of Public Works. The role is also responsible for the monthly review, reporting, and analysis of division budgets and financial data. The work requires contacts both inside and outside of the Department and City supplying, researching and seeking information on specialized matters to carry out programs, and occasional contacts with senior staff on matters requiring cooperation, explanation and persuasion regarding the enforcement of laws, ordinances, policies and procedures. The work itself is subject to general policy direction, practices and procedures under general managerial direction and supervisory review and has meaningful impact on specific projects and programs. The incumbent participates with others in program development and service delivery and serves as a leader of teams working on specific projects or programs. Supervises all Public Works administrative staff. Key Responsibilities: Manages budget accounts and authorizes expenditures. Prepares and manages the annual operating budget for the Management and Support Division of the Department of Public Works, reporting to the Deputy Director of Public Works. Provides fixed asset inventory reporting and tracking for the Department. Manages inventory, purchase and contracts for office, printers and printing supplies for divisions based at City Hall. Assists the Director and Deputy Director of Public Works in the research, analysis, interpretation, implementation and enforcement of Public Works policies and procedures. Prepares directives, memoranda and letters for the signature of the Director of Public Works, City Manager and others. Responds to public inquiries and complaints and forwards these to the proper division or outside agency as appropriate. Manages distribution of correspondence to the various divisions and Public Works personnel. Coordinates with other departments and divisions relative to the work. Gathers information as appropriate and as needed. Annually updates the City’s street inventory. Provides support to the public outreach efforts for individual projects. Performs informational research in departmental files and those of other departments and agencies, including the Montgomery County Land Records Office. Coordinates the administration of the Department’s Strategic Plan, Performance Measures, Annual Budget, Customer Service programs and Mayor and Council Agenda process. Manages the upkeep of departmental files, including those for engineering plans, plats, and subdivisions, construction and utility permits, contracts, engineering information (“street” and CIP files) and correspondence. Oversees space allocation planning and major moves of the Department and recommends changes where department needs are not met. Manages the administration of the time-keeping system for Public Works. Manages other department functions at City Hall, including clerical support, office organization and security. Coordinates and oversees the overall operating and CIP budget preparation process for the Department. Provides oversight and support for budget management, including travel arrangement/reimbursements and budget transfers. Processes payments/paperwork for coordination with the Finance Department in accordance with approved programs and projects. Supervises all administrative staff in the Department. Coordinates all administrative workload within the Department. Performs other duties as required. Education and Experience: Bachelor’s degree with major coursework in business administration, or closely related field; and five (5) years of progressively responsible work in administrative program management; or any equivalent combination of education and experience. Knowledge, Skills, and Abilities: Knowledge of office management and accounting procedures for keeping accurate records. Knowledge of the literature and sources of information available concerning a wide variety of municipal problems and of techniques and procedures useful to analyze and report on such problems. Skill in word processing and office management software including tracking/scheduling software, GIS, Access, Word and Excel. Ability to communicate clearly and concisely, both orally and in writing. Ability to establish and maintain good working relationships with others. Ability to complete correspondence when given technical details. #J-18808-Ljbffr

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