Project Officer I - Building Inspections Services

Charleston County Government•Sc 29405, SC

3d•Onsite

About The Position

Provide administrative analysis, development & review of assigned projects within department. Manage operational and fiscal activities, plan and develop systems and procedures to improve operating quality and efficiency of the department. Responsible for hiring, training and coaching employees, financial matters, office operations, office equipment and supplies, human resources and handle wide variety situations & conflicts involving clerical and administrative functions. The work is performed under the supervision and direction of the Building Services Director with considerable leeway granted for the exercise of independent judgment and initiative. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with other governmental agencies, design professionals (i.e., architects, engineers), contractors and the general public.

Requirements

Associate’s Degree in an Office Manager and or Service Administrative Manager or a related program, or a Bachelor’s Degree from an accredited institution
Minimum of five years or more working as Office Manager and or Administrative Services Manager, Including Supervisory Experience, or any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.
Proficiency in Microsoft Office products
A valid South Carolina driver’s license
Thorough knowledge of office processes, procedures and technology
Strong ability for multitasking and leadership
Strong basic accounting practices and principles including familiarity with accounting techniques for governmental organizations
Basic knowledge of Human Resources principles
Working knowledge GIS/GPS
General knowledge of the International Codes (Bldg, Elec, Mech, Plmg, etc.), Floodplain regulations/requirements
SC Building Code Council regulations regarding registration requirements for Code Enforcement Officers
National Incident Management System (NIMS): system for domestic incident response (Homeland Security Presidential Directive)
Strong decision-making and time management skills
Interpersonal and communication skills to build effective working relationships with staff, government officials, building professionals and general public
Active learning: understanding the implications of new information for both current and future problem-solving and decision-making
Strong public relation skills: dealing tactfully with general public
Excellent Microsoft Word, Excel, Power Point, Access, internet and e-mail skills
Self-motivated and have the ability to work with minimal supervision
Ability to research, collate and prepare information in a clear and meaningful manner
Excellent organizational skills with ability to set and meet deadlines
Ability to develop systems and procedures for strengthening performance
Ability to apply general rules to specific problems to produce answers that make sense
Response to external & high level calls during absence of Director

Nice To Haves

Certifications in leadership, supervisory, management, public administration, customer service, etc.
National Incident Management System (NIMS) certification: system for domestic incident response (Homeland Security Presidential Directive)

Responsibilities

Manage the operational and fiscal activities of the department to include: staffing levels, budgets, financial goals, and change in instituted systems as needed
Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow
Monitor automated permitting system for integration with existing systems and trouble shoot/correct operational processes
Monitor and evaluate special projects through analyzing funds disbursements, reviewing progress reports and resolving any issues which may arise
Follow-up and follow through on any items or information requested by Field staff
Direct staff in the development, analysis and preparation of reports
Assist staff to resolve complex operation problems
Provides additional support to Director for special projects
Monitors and formulates office procedures for systematic retention, retrieval, transfer, and disposal of records within guidelines of Records Management
Maintains and reviews personnel records to ensure completeness, and accuracy
Supervise clerical employees, conduct interviews, hire new staff, fire staff, salary reviews and proposed adjustments and ensure practices are in compliance with laws and regulations; prepare and process required paperwork for Human Resource
Maintain and process payroll records of vacations, sick leave, etc.
Determine and change personnel assignments and job descriptions as needed
Establish employee goals and conduct employee performance reviews
Develops, directs and enforces automation policy for automated permit system
Review and follow-up audit control systems devised by Internal Auditor for handling cash, recording mail receipts, writing checks, etc.
Monitor system handling delinquent account follow-ups, including telephone and letter; use of Small Claims Court to handle delinquent accounts
Prepare yearly budget and supervise monthly reports
Monitor department operating budget and expenditures
Provides grant administration to include preparation of quarterly and final reports and submitting requests for payments
Preparation of payroll, requisition of supplies
Travel/training requests; make reservations, process registrations, mileage expenses and per diem. Follow-up w/travel recap and process any additional expenses incurred
Process printing needs
Approve and verify monies collected/paid per service agreements with six municipalities and contract agreement with City of Charleston
Execute budget transfers
Manages account set-up, process and flow
Reconcile weekly/daily deposits and expense accounts
Assure proper maintenance and repair of equipment
Procurement of office supplies, services and equipment
Screen citizen complaints and follow-up with proper departments
Composes and types correspondence, memoranda, reports, forms, etc.
Serves as liaison between the County and other department administrators, elected or appointed officials and local citizens
Keeps Director and designated other fully informed concerning work progress, present and potential problems; makes suggestions for improving/addressing problems
Reviews mail and documentation, maintains and schedules appointments for Director
Files/retrieves and maintains materials/data from department’s computerized and ;manual filing systems
Review and monitor work of License Technician ensuring rules and regulations of SC State Licensing Board are followed; minutes for Construction & Mechanical Boards are completed and appointments to board are filled and kept current; license renewal notices sent within designated time frame