Public Works Administrative Team Leader

Responsible for lead level administrative work involving all functional areas within the Public Works Department for Township of Lower Merion (Township). Work involves oversight of daily office operations and coordination of office and counter coverage. Creates various departmental reports, assists with preparation of the annual budget, and coordinates special projects as determined by department managers. 

Work is performed under minimal supervision with moderate latitude in the use of initiative and independent judgment. Position relies on experience and subject-matter expertise to apply concepts, techniques, and knowledge of processes in decision making.  

Works under the general supervision of the Director of Public Works and/or his/her designee.
Oversees the daily activities of the Public Works administrative office.

Responds to inquiries, questions and comments from the public per established standards and protocols; responds to and resolves difficult and sensitive inquiries, issues and complaints.

Assists in preparation of annual budget; monitors operating and capital improvement budget expenditures for all Township departments.

Enters budget data for Public Works divisions and runs reports in preparation of budget meetings.

Assists field inspectors with notices and violation letters.

Maintains streetlight inventory and street and private roads directories.

Responds to Right-To-Know requests.

Manages the central desktop and complaint systems for the department; analyzes databases and performs calculations to complete performance measures for all Public Works divisions.

Maintains filing systems to ensure efficient department operations; oversees the tracking of various files for record disposal.

Recommends improvements to standard operating procedures.

Prepares committee agendas and supporting exhibits/documentation.

Composes routine and specialized correspondence and documents.

Coordinates the creation of the Capital Improvement Plan (CIP) by maintaining contact with project managers to update status and cost/revenue spreadsheets; reviews CIP expenditures for accuracy.

Monitors receivable accounts; coordinates the invoicing of utilities and outside contractors for reimbursements due to the Township; ensures timely payments are received.

Prepares and submits claims to Federal Emergency Management Act (FEMA) and Pennsylvania Emergency Management Agency (PEMA) for all weather-related damages; works directly with federal and state representatives in reviewing and finalizing claims.

Upholds strict confidentiality in dealing with sensitive information, including personnel matters, legal documents, financial data, contracts, and other proprietary information.

Tracks cost for snow removal and prepares snow agreement requests.

Reviews timesheets and paid leave balances to ensure accuracy.

Administers union contract provisions.

Provides back-up for counter staff as needed.

Attends and participates in meetings; stays current on new trends and best practices.

May be assigned to other departments or divisions to perform required duties, as needed.

Supervisory Responsibilities: 

Leads and coordinates the daily work of the Public Works administrative staff, assigns work, establishes priorities, monitors workload, and promotes consistent, high-quality customer service and administrative support.

Identifies opportunities to improve administrative processes, develops standard operating procedures, and implements workflow improvements to increase efficiency and service delivery.

Provides and coordinates administrative staff training and works with employees to correct deficiencies.

High school diploma or GED and six (6) years of increasingly responsible administrative experience, including some previous lead-worker responsibility or demonstrated ability to lead the work of others; 

OR associate degree or technical certification in business, public administration or a related field and five (5) years of experience as listed above;

OR a combination of experience, certification, education and training that demonstrates expertise in the related areas.

Must successfully pass all conditions of employment which may include a pre-employment physical.

Advanced knowledge of clerical procedures and systems such as word processing, managing files and records and other office procedures.

Knowledge of departmental programs, policies and operations as applied to work performed.

Skill in the use of Microsoft Office products (Word, Outlook and Excel) and applicable department and organization specific software and ability to learn and become proficient in the use of other specialized software as may be required.

Skill in using mathematics required for the work.

Ability to communicate effectively orally and in writing.

Ability to make sound work decisions in accordance with rules, regulations and departmental policies and procedures.

Ability to read, update and maintain various records and files in numerical, alphabetical or chronological sequence.

Ability to review, compile and organize forms, documents and related records for efficient processing and ready retrieval.

Ability to work cooperatively as a member of a service-oriented team.

Ability to follow Township and public safety guidelines and protocols and perform job functions in a safe manner.

Ability to handle difficult and stressful situations with professional composure, diffuse potentially confrontational situations and resolve disputes.

Ability to maintain regular attendance to ensure efficient and effective performance of job duties.

Ability to establish and maintain effective working relationships with those interacted with during work regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age, genetic information, disability, political affiliation, military service or diverse cultural and linguistic backgrounds.

Depending on functional area of assignment, tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 30 pounds). Tasks may involve extended periods of time at a keyboard or workstation and extended periods of time standing and/or walking.

Tasks are regularly performed inside with potential for exposure to adverse conditions, such as dirt, dust, pollen, odors, fumes and/or poor ventilation, wetness, humidity, rain, temperature and noise extremes, machinery and/or moving vehicles, vibrations, electric currents, animals/wildlife, toxic/poisonous agents, gases or chemicals, oils and other cutting fluids, violence and/or disease or pathogenic substances.

Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally and in writing.