DISTINGUISHING FEATURES OF THE CLASS: This is important and responsible administrative work involving the management, planning, and coordination of various activities. Responsibilities include planning, coordinating, and monitoring general building/facility maintenance and repairs as well as the administration of vendor agreements and contracts. Responsibilities also include involvement with risk management activities such as management of insurance; and workers compensation; and required employee training. Additionally, incumbent participates in budget preparation, purchasing activities, preparation, review, and award of bids. Work is performed under general supervision of the Town Supervisor and/or Town Board, with wide leeway for the exercise of independent judgment in carrying out the details of the work. Supervision may be exercised over the work of one or more subordinate office employees. Performs related work as required.
TYPICAL WORK ACTIVITIES: (Illustrative only)
- Facilitates and reviews purchasing and maintenance contracts with suppliers, contractors, and service providers;
- Oversees the upkeep and regular maintenance of Town Hall and other town properties;
- Prepares reports on the work of outside contractors;
- Prepares bid packages, Requests For Professional Services, and other bid documents;
- Participates in bid reviews and awards in accordance with municipal bidding protocol;
- Reviews and monitors implementation of policies and operational priorities as they relate to facilities operation and maintenance;
- Participates in the formulation of policies and procedures for facilities and/or special district operations;
- Represents the Town in planning sessions with engineers, architects or other professionals for proposed projects relative to facilities and/or special districts;
- Works closely with Town Engineer and/or other professionals to prepare presentations about plans and cost estimates of repair, alteration, or other capital projects, and presents to Town Board;
- Meets with various departments and administrators relative to facilities and/or special districts to review and coordinate operations, compliance with applicable mandates, maintenance and repairs, etc.;
- Monitors facilities’ and/or special district’s utilization of resources to minimize the risks of loss and recommends corrective or preventative measures where necessary;
- Reviews and archives reports on regulations, mandates, etc. relative to operations of public facilities and/or special districts;
- Participates in planning and implementation of security activities relative to facilities and/or special districts;
- Coordinates and manages Town bulk drop off program;
- Prepares annual budgets for facilities and/or special districts;
- Reviews and approves expenditures and purchasing activities related to facilities operations and maintenance;
- Works with a variety of insurance companies related to Town liabilities;
- Coordinates with Town IT/network support provider to communicate issues and facilitate repairs and updates;
- Works with all required insurance companies to file a variety of reports, claims, and projects;
- Facilitates and manages insurance coverage for facilities and related activities, as needed;
- Coordinates with Town Insurance Provider regarding mandatory employee training;
- Maintains records, research data, project files, etc. and produces reports as needed for Town, or as required by state agencies;
- Attends site inspections of Town properties conducted by County, State, and Federal agencies;
- Handles all administrative duties relative to MS4 guidelines;
- Provides information for and responds to questions from the public;
- Uses computer applications and software in performing work assignments;
- May research and maintain data relative to grants and grant opportunities for the Town;
- May prepare grant applications and oversees grant implementation throughout grant cycle, including writing, application processes, and implementation of grants and loan-eligible reimbursements;
- Organizes and oversees special projects and events as needed;
- Performs a variety of related activities as required.
Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear above are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Thorough knowledge of office terminology, procedures and methods; thorough knowledge of the principles and practices of office management; Good knowledge of the principles and practices of administrative supervision; Good knowledge of computer programs such as word processing and spreadsheets; working knowledge of applicable laws, rules and regulations; working knowledge of the principles and practices of account keeping and budget control; good judgment in solving complex clerical and administrative problems; resourcefulness in handling problems; ability to handle routine administrative details independently, including the composition of letters and memoranda; ability to readily acquire familiarity with departmental organizational functions, policies and regulations; ability to oversee multiple ongoing projects; ability to understand budgets and to manage work within budgetary limitations; ability to organize, prepare and maintain accurate records and files; ability to effectively use a computer; ability to express ideas clearly and effectively, both orally and in writing; ability to understand and carry out complex oral and written directions; ability to establish and maintain effective working relationships; ability to deal effectively with the public; good judgment; initiative; resourcefulness; tact; courtesy; integrity.
MINIMUM QUALIFICATIONS: Either
- Bachelor’s degree or higher and one (1) year work experience involving administrative responsibilities; or
- Associates degree and three (3) years work experience involving administrative responsibilities; or
- Graduation from high school or possession of a comparable diploma and five (5) years work experience involving administrative responsibilities; or
- An equivalent combination of training and experience as described in a) and b) above.
NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education.