[Adopted 6-13-2005 by Ord. No. 2005-22]
The position of Office Manager within the Borough
Administrator's Office is hereby created and shall be either a full-time
or part-time position.
The powers and duties of the Office Manager
shall include but not be limited to:
A.
Prepare administrative correspondence, memoranda and
statements.
B.
May draft proposed ordinances and/or resolutions.
C.
Collect and analyze data needed as a basis for administrative
decisions.
D.
May directly supervise some designated phase or phases
of the clerical and related work involved in maintaining financial
and/or personnel records, preparing payrolls, making purchases, compiling
needed statistical and other data, checking and approving invoices/vouchers
and collecting/depositing money.
E.
Conduct special investigations for administrative
officials.
F.
Make decisions requiring knowledge of the organization.
G.
Supervise, directly or indirectly, the establishment
and maintenance of records and files.
H.
Maintaining all personnel files on existing, retired
personnel as well as Fire Department and Rescue Squad personnel.
I.
Post and advertise for all jobs in house, newspaper
and Web-site advertisements.
J.
Prepare, update and circulate all job descriptions.
K.
Accept all employment applications and forward them
to the correct department.
L.
Central purchasing of supplies for all departments
within the Borough.
M.
Handle postage including monthly report to finance
and purchasing postage when authorized for purchase through the finance
office.
N.
Handle the updating and distribution of the Borough
Code Book, through General Code Publishers.
The Officer Manager 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.
Knowledge of methods used in preparing and supervising
preparation of statistical and other reports containing findings,
conclusions and recommendations.
G.
Ability to plan, organize, coordinate, assign and
evaluate the work of assigned staff.
H.
Ability to communicate effectively, both orally and
in writing.
I.
Ability to prioritize tasks, mesh numerous tasks assignments
from various sources, cope with interruptions and meet rigid deadlines.
J.
Ability to analyze complex office problems and develop
and implement sound solutions.
K.
Ability to provide assignments and instructions to
individuals and groups.
L.
Ability to establish effective working relationships
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.
M.
Ability to maintain confidentiality and to work in
a sometimes stressful environment.
N.
Ability to operate a personal computer and various
application software as well as other standard office equipment.
O.
Ability to communicate effectively with diverse and
sometime irate individuals and to handle calmly and efficiently situations
ranging from routine to emergency.
The Office Manager shall have the following
education, experience and training:
A.
An associate's degree in office management or related
field (or equivalent experience) and five year's 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.
Attire shall be business professional. Attire
must be suitable for the position in order to maintain the professional
image of the Administration Department (no jeans, shorts, T-shirts).
The Office Manager shall receive as compensation
for services an annual salary, which shall be fixed in accordance
with the provisions of the ordinances governing the salaries.
