JOB POSTING: Chief of Staff

Principal Function:

The Chief of Staff is responsible for managing the day-to-day operations of the city by working with Department Heads and senior managers on all projects and with all services that they provide to the community, the supervision of employees within the office, responding to complaints, inquiries, and service requests from the public, representing the City of Hammond at all events that the Mayor is unable to attend, and working with legislators on current and future legislation that may impact the city and northwest Indiana, and all other duties as assigned.

Essential Duties and Responsibilities:

Duties include, but are not limited to:

• Coordinates the efforts and activities of the Department Heads and community stakeholders with overlapping priorities to ensure integrated, efficient, and comprehensive responses to operational issues, services, and projects.
• Assists the Mayor and Department Heads with organizational strategic planning and facilitating outcomes to deliver a high level of public service by strategizing with the Department Heads and other senior managers to resolve problems and ensure that initiatives are effectively communicated, implemented, and managed.
• Manages the internal communication programs and serves as a communication link to provide timely and accurate information to the Mayor, the Common Council members, and the Department Heads.
• Responds to complaints, inquiries, and service requests from the public; assembles available facts; explains and interprets city programs, policies and activities; and negotiates and resolves significant and controversial issues.
• Assists the Mayor and Department Heads in the development of city projects including convening and managing boards and commissions for the purposes of redevelopment and issuing bonds.
• Assists in the execution of all orders, ordinances and resolutions of the Common Council, and sees that all laws of the state required to be enforced through the Common Council or other city officials subject to the control of the Common Council are faithfully executed.
• Coordinates work with vendors, consultants, and other outside interest groups to accomplish goals in an efficient manner.
• Makes public presentations, represents the City of Hammond on various committees and task forces, resolves problems of routine nature and emergency and unplanned events, as well as, provides general oversight of government activities and functions.
• Prepares and reviews a variety of complex and routine correspondence, memoranda, and staff reports.
• Represents the City of Hammond at all events when the Mayor is unable to attend.
• Works with the City Attorney, Department Heads, etc. to negotiate collective bargaining agreements (CBAs) and works with unions, as necessary.
• Works with legislators on current and future legislation that may impact the City of Hammond and northwest Indiana as a whole, as needed.
• Prepares and maintains the office budget in accordance with the City of Hammond’s internal controls, policies, and procedures.
• Completes and/or delegates the completion of reports in accordance with state and federal regulations and the City of Hammond’s requirements.
• Attends all meetings, conferences, training sessions, etc., as required by the City of Hammond and the office.

Supervisory Responsibilities:

Supervises employees within the City of Hammond to include the following:

• Administrator of the Parks Department
• Chief of Inspections
• Chief of Police
• City Controller
• City Engineer
• Director of Environmental Management
• Director of Information Technology
• Director of Public Works
• Executive Director of Planning & Development
• Fire Chief
• Executive Assistant – Mayor’s Office
• Constituent Services Coordinator – Mayor’s Office
• Personnel Director/College Bound Coordinator

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.
• Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
• 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; Bachelor’s degree (B.A./B.S.) from a four-year college or university in business, public administration, or related field is required; and five years related experience and/or training or equivalent combination of education and experience is required. Previous supervisory experience is required.

Other Skills and Abilities:

The following skills and abilities are either required or desired.

• Computer software skills required include: Microsoft Outlook, Word, Excel, and Access.
• The ability to learn office and city 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 is required.
• The ability to evaluate the effectiveness of the city’s operations and to institute improvements is required.
• A working knowledge of all applicable federal, state, and city laws and ordinances is required.
• A working knowledge of business administration, and human resources management and supervision is required.
• The ability to understand collective bargaining agreements (CBAs) and work with unions in a proactive manner on behalf of the City of Hammond is required.
• The ability to make sound and rational decisions including exercising independent judgment within established protocols and guidelines is required.
• The ability to enforce rules and follow all established protocols and guidelines is required.
• A comprehensive 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.
• The ability to maintain and cultivate positive relationship with the public, vendors and other city offices/departments is required.
• The ability to resolve conflicts between employees and between employees and the public is required.
• The ability to multi-task and work in a fast-paced environment while providing exceptional customer service 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 remain current with all required licenses, certifications and in-service requirements is required.
• The ability to operate a computer, printer, copy machine, scanner, fax machine, and other office equipment is required.
• The ability to speak, read and write in English is required. Spanish is desired.

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; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to walk; or stand. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. In addition, the employee is occasionally required to move or lift up to 25 pounds with the use of 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 regularly exposed to working near mechanical parts and electrical shock when working with office equipment. The employee is also regularly exposed to outdoor weather conditions. The employee is occasionally exposed to wet or humid conditions (non-weather), extreme cold (non-weather related) and extreme heat (non-weather related). The noise level in the work environment is usually moderate.

Personal Protective Equipment (PPE) may be required on the job when visiting work sites and may include any of the following: gloves, rubber boots, safety vest, hazmat suit, goggles or safety glasses, and masks. The department who is in charge of the work site will provide all PPE as required by the location.

The Mayor’s Office is open from 8:00 a.m. to 4:30 p.m., Monday through Friday, and this job may require work beyond these hours and on the weekends and on holidays, as needed. The job also requires that the employee be on-call and then called-in to work, as needed. Employee may also be required to drive city-owned vehicles. Thus, a valid driver’s license is required and the employee must be able to be insured by the city.