[Added 6-13-2005 by Ord. No. 2005-22]
The position of Office Manager in the Department of Public Works is hereby created. This individual has primary responsibility for coordinating and directing office operations of the Department of Public Works. The primary focus of the work is to assure efficient office operations and meeting the needs of the Director of Public Works, departmental staff and the public. This individual may work under the stress of continual public and interdepartmental contact and the pressure to meet strict deadlines and may work with detailed, complex and sensitive materials, exercising considerable judgment and human relation skills as a routine part of the job, anticipating and identifying problems and where appropriate implementing solutions.
The powers and duties of the Office Manager of the Department of Public Works shall include but not be limited to:
A. 
Directs department in the absence of the Public Works Director and Deputy Public Works Director.
B. 
Responsible for ensuring the internal Public Works accounting function in managed and any other applicable rules, regulations, policies and/or procedures.
C. 
Responsible for ensuring the Public Works Department complies with all applicable rules, regulations, policies, and/or procedures in its record keeping and retention.
D. 
Public Works Department budget responsibilities include: assist with preparation of budget, coordinate submittal of all Public Works budgets; verify figures; ensure continuity; ensure department goals are reflected; write and/or edit all narratives; verify Department complement; and assist in balancing within the department.
E. 
Responsible for ensuring the effective provision of clerical support to all Public Works Divisions (Fleet Maintenance, Electric Utility, Road Department, Sanitation department, Sewer Department and Water Treatment Plant and Operations and Maintenance).
F. 
Responsible for ensuring the Department meets all required rules and regulations.
G. 
Answers complaints and resolves problems involving the activities of the Public Works Department.
H. 
Performs related duties as required.
I. 
Recycling Coordinator.
J. 
Greet visitors and take incoming phone, fax and radio messages, and promptly take care of a request or relay the message to the appropriate person. Review incoming mail, refer to appropriate person, and answer routine correspondence at the direction of the Director.
K. 
As directed, schedule regular and nonroutine work and organize workload to ensure regular deadlines are met and emergencies are handled promptly and effectively.
L. 
Plans, organizes, coordinates and assigns the work of assigned staff; provides guidance as needed.
M. 
Coordinates the office operations of the department. Develops and maintains office forms and procedures, and assists with administrative tasks involving personnel, budgeting and facilities as requested by the Director of Public Works staff. May develop and implement policies and procedures for effective customer service.
N. 
For a large volume of purchase or varying complexity: prepare requisitions for the purchase of supplies and equipment; maintain records and files of expenditures; prepare purchase orders; get approval signatures; verify invoices; order supplies and equipment; check in deliveries; and do all necessary calculations.
O. 
Develop and implement office procedures, routines and filing systems as necessary; assesses efficiency of department procedures and recommends changes to management; institutes new or revised procedures to increase office efficiency and effectiveness.
P. 
Provides information on departmental services and programs to the public and departmental staff; interprets policies and explains procedures; collects fees, provides copy of public materials, resolves conflicts and problems.
Q. 
Compiles data from a variety of sources and prepares summary reports as directed. May involve statistical calculations and tabulations in accordance with established formulas.
R. 
May post and balance financial records, compile data for department budgets, maintain records of expenditure.
S. 
Maintains follow-up system on reports or actions that are required on a periodic basis, such as employee status changes.
T. 
Maintains records on vital departmental administrative operations such as vendors, inventory, employee training, work orders and accounts payable and updating operating procedures.
U. 
May handle the processing of new employees and volunteers, including establishing of Department records and providing basic information regarding office policies and benefits.
V. 
May prepare and maintain employee time cards for department, obtain approval for all sick leave, overtime etc., and prepare payroll report for Finance department's use. Perform regular tasks including: maintaining fuel card system, type or otherwise prepare a variety of correspondence, bid documents, contracts, forms and reports.
W. 
Prepares required purchase requisitions for supplies, equipment, contract personnel, expense reimbursement; responsible for replenishment of office supplies; processes and maintain records on invoices monthly.
X. 
May perform portions of the work of higher classified positions occasionally, as assigned.
Y. 
May perform duties of similar complexity in any Borough Department as required or assigned.
The Office Manager of the Department of Public Works shall have the following knowledge, abilities and skills including but not limited to:
A. 
Considerable knowledge of department services, programs, policies and procedures.
B. 
Knowledge of effective principles and practices of office management and work organization.
C. 
Knowledge of effective supervisory methods, practices and techniques.
D. 
Knowledge of business English, composition, spelling, grammar and punctuation.
E. 
Knowledge of bookkeeping principles and practices.
F. 
Ability to plan, organize, coordinate, assign and evaluate the work of assigned staff.
G. 
Ability to communicate effectively, both orally and in writing.
H. 
Ability to prioritize tasks, meshes numerous tasks assignments from various sources, cope with interruptions and meet rigid deadlines.
I. 
Ability to analyze complex office problems and develop and implement sound solutions.
J. 
Ability to establish effective working relationship with other employees, elected officials and the general public. Respond courteously to inquiries, provide information within scope of responsibility and refer calls as appropriate to other parties.
K. 
Ability to maintain confidentiality and to work in a sometimes stressful environment.
L. 
Ability to operate a personal computer and various application software as well as other standard office equipment.
M. 
Ability to communicate effectively with diverse and sometimes irate individuals and to handle calmly and efficiently situations ranging from routine to emergency.
The Office Manager of the Department of Public Works shall have the following education, experience and training:
A. 
An Associate's Degree in office management or related field (or equivalent experience) and five years office experience, including supervisory experience; or any combination of education and experience which would provide the applicant with the desired skills, knowledge and ability required to perform the job.
B. 
Must possess a valid New Jersey driver's license.
Business Professional. Attire must be suitable for the position in order to maintain the professional image of the Public Works Department (no jeans, shorts, T-shirts).
The Office of the department of public Works shall receive as compensation for services an annual salary, which shall be fixed in accordance with the provisions of the ordinances governing the salaries.