Office Manager #2311-5131-01
Efficient Office Management Expert
- Date Opened
- Wednesday, November 08, 2023 12:01 AM
- Close Date
- Sunday, November 26, 2023 11:59 PM
- Section
- Office of Building Inspection & Enforcement
- Salary
- Within Local 3144 Range 7: $55,035 - $64,043 annualized
- Employment Type
- Full-Time
PRIMARY FUNCTIONS
This is a professional, administrative position having responsibility of supervising and managing an office.
The job will require the ability to work independently in varied managerial and administrative tasks, including developing and upgrading office procedures for efficiency as necessary. The incumbent will prepare and manage the budget and finances for the office. The Office Manager will become sufficiently proficient in the duties of other staff members to assist in the duties during absences or unusual circumstances. They will also act as secretary to the Department as required.
Current vacancy is in the Office of Building Inspection & Enforcement.
The Office of Building Inspection and Enforcement is focused on customer service, safety, and providing the best possible advice and inspection services to homeowners, contractors, and developers.
We administer the permits for residential and non-residential construction within the community. Permits are administered according to state and local building codes. Our goal is to ensure the safety of the public by requiring building construction projects adhere to these codes. The department is also instrumental in creating an environment in which high quality construction and development can occur in New Haven’s neighborhoods.
We administer the permits for residential and non-residential construction within the community. Permits are administered according to state and local building codes. Our goal is to ensure the safety of the public by requiring building construction projects adhere to these codes. The department is also instrumental in creating an environment in which high quality construction and development can occur in New Haven’s neighborhoods.
TYPICAL DUTIES AND RESPONSIBILITIES
- Plans, schedules, and assigns workloads for office specialists. Coordinates the work of the Office; streamlines office processes and improves workflow where possible.
- Supervises the support staff and handles all personnel matters, including:
- Maintains Department personnel budget roster
- Assists in Department recruitment
- Staff training
- Department payroll
- Responsible for department financial management: Plans and prepares the operating budget; analyzes budget requests; supervises purchasing requisitions and payment of bills.
- Prepares reports and documents as necessary for departmental operations and by request.
- Composes correspondence and memoranda; holds staff meetings, interprets administrative and personnel policies.
- Implements and maintains an organized system for filing, archiving, and retrieving documents. Ensures compliance with record-keeping regulations and policies.
- Organizes and oversees internal and external events, meetings, and conferences. Arrange logistics, materials, and audio-visual equipment as needed.
- Represent the office in interactions with internal and external stakeholders, including the public, government agencies, and community organizations. Cultivate positive relationships and promote the department's mission.
- Performs related duties as required.
EDUCATION, QUALIFICATIONS & EXPERIENCE
Graduation from a four-year college or university with major course work in business administration or public administration, 3 to 5 years’ experience in office management or public administration including at least one year experience in supervision of clerical staff, or an equivalent combination of training and experience which provides the following knowledge, skills, and abilities:
KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES
- Considerable knowledge of office practices and procedures; with a focus on continuous improvement and efficiency.
- Considerable knowledge of general budgeting practices and methods, financial analysis, and expense management.
- Knowledge of municipal office practices and procedures desirable.
- Knowledge of the operation of modern office equipment and an ability to become thoroughly computer literate in a variety of software, some department-specific, and to train other staff members as required.
- Ability to lead and motivate support staff, assign tasks, delegate responsibilities, and foster a collaborative work environment.
- Ability to exercise independent judgment and accept responsibility.
- Ability to establish and maintain effective working relationships with other employees and the public.
- Ability to express ideas clearly and effectively, orally and in writing.
- Ability to supervise and manage support staff and handle personnel matters.
SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT
This is a General Fund, "Tested" position.
This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees; the salary is within Local 3144, Range 9.
Bargaining agreements available to review HERE.
General Funded hires into this class are not covered by Social Security and will not pay Social Security taxes. They instead participate in the City Pension; the employee contribution rate is 10% of pay. Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City’s Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.
Selection Plan
Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.
It is critical that you complete the application thoroughly, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process, and this information may be used to determine the eligibility list.
Information regarding the employment and selection process can be found HERE.
Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department.Conclusion
To apply for this opportunity:
- Complete your User Registration. You are encouraged to save your Applicant Profile for future use.
- You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting.
- MAKE SURE the job you are applying for is named at the top of the page as you review your application!
- Review or modify your application for that position
- Click "Ready to Send App" or the "Send" tab; read page and click the attestation
- Click "Send to City of New Haven"
- You will be redirected to "CONFIRMATION OF EMPLOYMENT APPLICATION SUBMISSION"
- You will also receive an email and text, if a number was provided, confirming your submission
- If you do not receive this confirmation in the next 24 hours, your application has not been submitted - please contact us at NHJobs@newhavenct.gov
Please Note, your Profile is NOT an application for an open position. After you create your Applicant Profile, you must still click on a Job Title and complete the application as instructed for each position.