Project Officer I - Building Inspections Services

Charleston County Government; North Charleston (SC); On-site; USD 68,000 - 89,000; Full time

Job summary

Charleston County Government seeks an experienced Office Manager to oversee the department's administrative and financial activities, supervise staff, and coordinate with agencies and professionals. The role requires strong organizational leadership and the ability to implement systems to enhance efficiency.

The position offers a transparent salary range, requires an associate or bachelor degree with supervisory experience, and demands proficiency in Microsoft Office plus a valid SC driver's

Qualifications

• Minimum of an Associate’s Degree in Office Management and/or Service Administrative Management or a related program, or a Bachelor’s Degree with at least five years’ experience in Office/Administrative Management, including supervisory experience.
• Proficiency in Microsoft Office products and a valid South Carolina driver’s license required.

Responsibilities

• Manage the department's operational and fiscal activities including staffing, budgets, financial goals, and system improvements.
• Evaluate office production and revise procedures to improve workflow efficiency.
• Monitor permitting system integration and troubleshoot operational processes.
• Direct staff in report development and analysis; assist with resolving complex operational problems.
• Supervise clerical staff, conduct interviews, hire/fire staff, and ensure HR compliance; process payroll records.

Skills

Office management

Multitasking

Leadership

Public relations

Communication

Education

Associate's Degree in Office Management

Bachelor’s Degree

Tools

Microsoft Office

Job description

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.

HIRING SALARY RANGE $68,140 - $89.252 (Hiring salary dependent upon applicant’s education, experience, skill level, and other job specific qualifications)

OPEN UNTIL FILLED – APPLICATION REVIEW BEGINS IMMEDIATELY

Office Management:

• 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

Financial Management:

• 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

Administrative:

• 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

Guidelines Utilized: Describe any laws, rules, regulations, standards and/or guidelines you use in the course of performing your job:

• County Policies & Procedures; Financial Procedures; Planning/Zoning, Human Resources, Budgetary and Procurement guidelines; Records Management Policies; Legal guidelines (contracts)
• County Ordinances (Building, Flood Plain Management, Fee Schedule)
• SC State Licensing Board Rules & Regulations for licensed contractors; Rules & Regulations of Charleston County Construction/Mechanical Boards of Adjustment & Appeals
• SC Building Codes Council regulations for required registration of Code Enforcement Officers
• OSHA
• GIS/GPS
• DHEC
• FEMA Floodplain Management
• E-commerce

This position requires a minimum of an 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 and a 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 and a valid South Carolina driver’s license are also required.

Knowledge:

• Thorough knowledge of office processes, procedures and technology
• Possess 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)

Skills:

• 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

Abilities:

• 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

Certifications:

• 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)