What are the responsibilities and job description for the OPERATIONS MANAGER position at City of York, PA?
Position Summary
This position is responsible for overseeing the daily operational and administrative duties of the department. This encompasses financial, personnel, project contracts/grant management, logistical responsibilities, and build operational policies and strategies to ensure a smooth functioning department. The position requires substantial independent discretion and implements plans to enhance the department's productivity.
Essential Functions
- Assists the department director, superintendents, and specialists with various tasks such as reports, projects, program planning, contracts, grants, payables, receivables, budget monitoring, budget planning and preparation. Reviews and approves revenue prepared by clerical support staff. In addition, processes revenue received for departmental programming, projects, and activities.
- Routine or day-to-day office correspondence with various City departments.
- Monitor department credit card expenditures and prepare necessary documentation for Finance and payment.
- Responsible for utility account management for all City departments with each utility company. Works closely with Finance to monitor utility budget and payments.
- Prepares and assists the director with resolutions, bills and ordinances for City Council.
Prepares/assists in the preparation of invitations to bid and requests for proposals, bid openings. Manages the processes for contract awards and routinely communicates with vendors. - Manage all department contracts and leases, such as professional services, maintenance, construction, grants facility, equipment, and projects. Responsible for department uniform contracts for organized employees. Corresponds with the current uniform supplier any changes with personnel, orders uniforms for new employees, manages complaints and billing issues, etc. Maintains inventory of T-shirts and sweatshirts for organized employees, places orders as needed.
- Responsible for managing the front office operations and coordinating office coverage for the Public Works department in the event of office staff absences. Assisting internal and external customers.
Review and assist with permit applications received (banners, events, oversized/overweight vehicles, road closures, facility rentals).
Responsible for updating department/bureau web pages.
Prepares information received from staff and outside agencies for the City-Wide Newsletter published twice a year, seasonally. Prepare marketing materials for the department (flyers, brochures, pamphlets, social media, etc.)
Evaluate and review department standard operating procedures (SOP’s), policy and procedures, rules and regulations to ensure efficiency and best practice management for both internal and external customers and staff. - Other duties as assigned
Required Knowledge, Skills and Abilities
- Thorough knowledge of the principles and practices of public administration.
- Thorough knowledge of municipal government organization.
- Thorough knowledge of office methods and procedures.
- Some knowledge of the principles of accounting/budgeting.
Hard Skills:
- Budgeting
- Reporting
- Compliance
- Leadership
- Attention to detail.
- Excellent written and verbal skills.
- Exceptional organizational and time management skills.
- Problem solving and decision making.
- Ability to plan and execute departmental projects.
- Ability to present the results of research effectively in oral, written or graphic form.
- Ability to establish and maintain effective working relationships with public officials
- and city employees.
- Ability to resolve customer inquiries promptly and professionally.
Soft Skills:
- Dependability
- Adaptability
- Flexibility
- Creativity
- Teamwork
Software Skills:
- Microsoft Office Suite (Advanced)
- Canva (Novice to Intermediate)
Work requires supervising and monitoring performance for a regular group of employees or department including providing input on hiring/disciplinary actions and work objectives/effectiveness, performance evaluations, and realigning work as needed. A first line supervisor typically performs these functions.
Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Contacts may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.
The employee normally performs the duty assignment according to his or her own judgment, requesting supervisory assistance only when necessary. Special projects are managed with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically.
Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
This job title does research for documents, compiles data for computer entry, and/or enters or oversees data entry. Has responsibility for monitoring budget/fiscal expenditures (typically non-discretionary expenditures) for a work unit of less than department size (programs, activities, projects or small organizational units) or responsibility for fiscal management of capital project(s).
Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias.
Ability to deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement.
Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
Minimum Acceptable Training and Experience
Bachelor’s degree in public administration, Business Administration or related field.
Over one (1) year up to and including three (3) years of related experience.
Valid Class C driver’s license issued by the Commonwealth of Pennsylvania
All persons who become employed by the City on or after the effective date of this section (May 18, 2022) shall be or become residents of York County or any county contiguous to York County (Adams, Cumberland, Dauphin, Lancaster, Hartford, Baltimore, and Carroll Counties), within six (6) months from the first date the employee achieves permanent employment status.
Must pass a background check, Drug Test and the PA Child Abuse
History Clearance check.
Note: Child Abuse History Clearance must be dated within one year from the date of application and must show that "no record exists".
Click here to visit the PA Department of Human Services website for more information on the Child Abuse History Clearances.
Click here to submit your application for PA Child Abuse History Clearance online. This method is strongly suggested as you will receive immediate access to your results. Paper application forms are available in the City of York's Office of Human Resource