JOB POSTING: Office/Facility Manager

Principal Function:

The Office/Facility Manager is responsible for managing the day-to-day administrative activities of the Public Works Department within the City of Hammond, and all other duties as assigned.

• Essential Duties and Responsibilities: Duties include, but are not limited to:
• Provides administrative support to employees within the Public Works Department.
• Greets and assists all visitors coming into the department and either resolves their issues, or directs them to the correct person/office/department.
• Answers the telephone and either resolves the issue, or directs the caller to the correct person/office/department.
• Assists the public with the purchase of garbage and recycling cans, enters can numbers into the software system, and files all related documents, as needed.
• Receipts sales transactions, prepares bank deposits, and submits all information related to sales to the Controller’s Office.
• Maintains the gas software system, updates with gas prices, and invoices offices/departments for their monthly gas usage and enters information into the ledger book.
• Prepares purchase orders and claims and processes for payment when invoices are received and verified.
• Enters all claims invoices into the software system and maintains the balance with the Controller’s Office.
• Processes new disability parking requests, completes renewals and removals, and keeps all records up-to-date.
• Prepares yearly reports to include the street sweeping agreement, salt bid requests, and others, as needed.
• Maintains all records and balances the daily dump tickets.
• Maintains and files all contracts related to the Public Works Department.
• Prepares union paperwork for the Director, as needed.
• Prepares reports, contracts, requests for proposals, and agreements, as requested by the Director, or others within the Public Works Department.
• Prepares and submits the biweekly payroll for the Solid Waste and Public Works Departments and keeps track of all overtime hours.
• Maintains all employee files for the Public Works Department to include: disciplinary action reports, workers’ compensation claims, and medical and payroll records.
• Prepares new files for and processes all new employee paperwork.
• Complies and submits monthly and yearly reports to include: those related to gas and diesel, mileage, safety, and Occupational Health and Safety Administration (OSHA).
• Orders all supplies, office equipment, and materials to include: salt and calcium chloride for the department and maintains inventory, as needed.
• Approves all purchases for maintenance within the department.
• Maintains and updates public works records, department filing system, and all computer databases in coordination with the Administrative Assistant.
• Assists the Director with preparing, implementing, tracking, and then managing the annual budget for the Public Works Department to include, the Solid Waste Department.
• Performs the duties of the Assistant Office Manager and the Administrative Assistant during their absence.
• Communicates with and between all city offices/departments, and the Director, as needed.
• Attends all meetings, conferences, training sessions, etc., as required by the City of Hammond and the department.

Supervisory Responsibilities:

Supervises employees who work in the Public Works Department to include: Assistant Office Manager, Administrative Assistant, Clerks (PT), and College Bound Students. Employee carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; scheduling and approving time worked; evaluating performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Competencies:

To perform this job successfully, all employees at the City of Hammond should demonstrate the following competencies:

• Attendance/Punctuality – Is consistently at work on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Public Service – Responds to requests for service and assistance; Manages difficult or emotional situations focusing on listening without interrupting and keeping one’s emotions under control; Solicits feedback to improve service.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views and is willing to try new things; Gives and welcomes feedback from team members; Contributes to building a positive team spirit; Puts success of team above own interests; Builds morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Oral and Written Communication – Speaks clearly and persuasively in positive and negative situations; Listens and gets clarification; Responds well to questions verbally and in a written format; Writes clearly and informatively and edits work for spelling and grammar; Reads and interprets written information; Presents numerical data effectively, as required by the job.
• Organizational Support – Follows policies and procedures; Completes the essential duties and responsibilities of the job correctly and on time; Maintains confidentiality and meets commitments, as required; Supports affirmative action and respects diversity; Participates in meetings; Supports the municipality’s goals and values; Represents the municipality in a positive manner when engaged in outside activities.

Job-related Competencies:

To perform this job successfully, employees in this job should demonstrate the following competencies:

• Leadership – Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Delegation – Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Project Management – Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Education and/or Experience:

High school diploma or general education degree (GED) is required; and Associate’s Degree (A.A.) in business administration, management, or related field is desired; and two years related experience and/or training; or equivalent combination of education and experience is required. Previous administrative/clerical experience in a municipality or government-related job is required. Previous supervisory experience is desired.

Other Skills and Abilities:

The following skills and abilities are either required or desired.

• Computer software skills required include: Microsoft Outlook, Word, Excel, and Power Point.
• The ability to learn office and municipality-specific software within a reasonable timeframe is desired.
• The ability to utilize a broad knowledge of management principles, practices and techniques to formulate and coordinate activities and functions with the City of Hammond is required.
• A basic knowledge of federal, state, and local laws and ordinances as they relate to public works and utilities is required.
• A basic knowledge of collective bargaining agreements (CBAs) the rules that govern them and how to enforce those rules when preparing documentation is required.
• A working knowledge of record keeping, report writing, and filing is required.
• A basic understanding of accounting principles and practices and report writing, while paying close attention to detail is required.
• A working knowledge of purchasing and financial management processes and procedures is required.
• A comprehensive knowledge of all municipal operations within the City of Hammond is required.
• A basic understanding of City of Hammond policies and procedures as they relate to the Public Works Department to include, the Solid Waste Department is required.
• A basic knowledge of Public Works Department to include, the Solid Waste Department policies, procedures, standards, internal controls, and work methods and the ability to enforce them is required.
• Familiarity with government agencies, consultants, contractors, and vendors associated with the Public Works Department to include the Solid Waste Department is required.
• The ability to maintain and cultivate positive relationship with the public, vendors and other City of Hammond departments is required.
• The ability to make sound and rational decisions including exercising independent judgment within established protocols and guidelines is required.
• The ability to assess and determine a problem and come up with a sound rational conclusion or solution in a code enforcement-related environment is required.
• The ability to multi-task and work in a fast paced environment while providing exceptional customer service is required.
• The ability to resolve conflicts between employees and between employees and the public is required.
• The ability to recognize confidential information and to keep that information confidential as required by state statutes and internal office processes, procedures, and guidelines is required.
• The ability to operate a computer, printer, copy machine, scanner, fax machine, calculator, and other office equipment is required.
• The ability to use transcription equipment and transcribe dictation in an efficient and timely manner, is desired.
• The ability to speak, read and write in English is required. Spanish is desired.

Residency Requirements:

All employees of the City of Hammond are required to live within the city limits at all times during their employment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is regularly required to sit; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand; and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance; and taste or smell. The employee is occasionally required to move up to 25 pounds and may use a cart, dolly, or other assistive device.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is frequently exposed to working near mechanical parts and electrical shock when working with office equipment and outdoor weather conditions. The employee is occasionally exposed to outdoor weather conditions when traveling outside of the office. The noise level in the work environment is usually quiet to moderate.

The Public Works Department is open from 8:00 a.m. to 4:00 p.m., Monday through Friday, and this job may require work beyond these hours and on the weekends and on holidays, as needed. The employee may be required to drive City of Hammond vehicles or their own vehicle to run errands for the department. Thus, a valid driver’s license is required and the employee must be able to be insured by the city.