Office Applications Specialist

Town of East Hampton-Office Applications Specialist-$57,036.10 annually for a 40-hour work week.

The Data Control Technician works closely with the Database Manager, establishing and overseeing control functions of data processing input and output with primary responsibility for quality control, developing policies and procedures, planning, coordinating and supervising the data control (ESRI, Govern & OpenGov) data processing and planning and coordinating the specific data control functions. Assist with maintaining the database infrastructure and software applications for the Town of East Hampton and contribute wherever possible to supporting a practical vision for monitoring and managing the technical environment and its improvements.

Job Functions

A) Application Management & Database administration:

• Point of contact for end users and technical staff providing software and database diagnostics to identify issues that are either database or software code related, once identified, resolution of the root cause and thorough documentation of the procedure.
• Point of contact for end-users training and data input control.
• Database diagnostics include, but are not limited to, servers and workstations, which include ODBC connections, performance, Software updates, driver rollbacks and preventive maintenance and servicing, and escalating to the Database Manager.
• Providing software diagnostics and identification of issues that end users encounter throughout the course of their day, specifically with the Town’s proprietary software (i.e. Govern, ESRI, Munis, etc.).
• Utilizing prior experience and research skills helps to resolve the multitude of issues, then getting the end users back on track and productive, all while maintaining a professional and respectful demeanor.
• Recognizing end-user security issues, such as logging into MFA (Multi-factor Authentication) and account lockouts from multiple failed password attempts or recent password changes, assisting with end users’ mobile devices and training on those devices to access the Town’s applications, maintaining user feedback and quality control of the solutions provided followed up with updates to the documentation through our ticket tracking software.
• Providing a postmortem with the IT department to discuss the unique issues and provide sharing of knowledge with the team.

B) Queries, Reports, Imports & Exports:

• Assists the Database Manager with conceptualizing and implementing new database and research tools.
• Assist internal clients and staff requiring data held in Govern Test and Govern Production with accurate data required to perform their various duties in a timely and efficient manner, including:
  • Creating, testing and implementing standard queries and ad-hoc queries to provide accurate data as requested, as well as queries to ensure the integrity of the database.
  • Liaise with staff to determine data selection requirements and to extract the data required.

• Assists staff in identifying and producing their reports and querying needs, including the creation and revision of specified custom reports and the identification of data entry requirements for staff that are necessary to create reports.
• Develops reports to document changes to the data and validity of the data.
• In conjunction with the Database Manager or departments/divisions, imports data into and exports data out of the database to other software programs for further data manipulation.
• Assisting the Database Manager with FOIL requests.

C) Core Performance Competencies:

• Building Relationships
• Client/Customer Awareness
• Interpersonal Relations
• Listening Skills
• Organizing/Planning Ability.
• Professional Work Ethic

D) Additional Competencies and Development Responsibilities:

• Recommends and designs improvements to the database structure through changes in data location, the addition of new relationships between data components or the elimination of unused information.
• Prepares and disseminates documentation to users on the data definitions, and logical and physical structure used in the database.
• Some understanding of project management, communication, interpersonal and research skills, the ability to work effectively in a team and independently.
• Proactively working towards the continuous improvement of workplace efficiency and effectiveness. This often calls for the identification of areas in need of improvement and participation in corrective efforts
• Develop and implement a plan for personal development and improvement.

Skills, Abilities, and Personal Characteristics

Comprehensive knowledge of procedures related to control of input and output at a data processing center; thorough knowledge of database structure, principals and procedures related to data; thorough knowledge of general office procedures and practices; good knowledge of the methods and equipment used in connection with processing of statistical and analytical data; ability to establish control functions for data processing; ability to self-supervise, train users and motivate end users thereby improving performance and increasing morale; ability to express oneself clearly and concisely, both orally and in writing; consistent demonstration of good judgment; ability to prepare presentations and present information effectively; ability to learn and assist others in use of current technology; ability to use computers, peripherals (scanners, mobile devices, phones, tablets, etc.) and common office computer software; ability to establish and maintain good working relationships with public officials and the general public; effective and creative problem solver that is flexible and detail oriented; physical condition commensurate with the demands of the position.

This is a full-time position, 40 hours per week, and the annual rate of pay is $57,036.10 with benefits, including paid vacation, enrollment in the New York State and Local Retirement System, health care, and dental and vision coverage. Minimum qualifications; either (a) graduation from a college with federally-authorized accreditation or registration by NY State with an Associate's Degree in a field related to office information systems and technologies, and two (2) years of experience in the utilization of software to create or design specialized forms, reports or models; or, (b) Graduation from a standard senior high school or possession of a high school equivalency diploma, and four (4) years of experience in the utilization of software to create or design specialized forms, reports or models; or, (c) An equivalent combination of education and experience as defined by the limits of (a) and (b).

Please email cover letter and resume to Kathleen Rood at HumanResources@ehamptonny.gov.