Job description
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To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
Composes memorandums, correspondence, reports, plans of action, etc., in response to research assignments; prepares graphs, charts, maps, etc., to illustrate reports and recommendations; makes oral presentations to City officials, boards or commissions, explaining analysis of data and recommendations, and responding to inquiries.
Seeks estimates and approvals for the use of vendors who provide goods, professional and nonprofessional services; facilitates the provision of those services and provides any needed follow up activities and responses.
Serves as the point of contact for all staff for general office management of the department. Provides all follow up activities.
Provides information and assistance related to office issues, policies, procedures, rules or other issues; responds to questions, researches problems, and initiates problem resolution.
Manages all Human Resource activities within the office; prepares justifications for positions; screens all applications; determines questions for interview panels; participates in panel interviews; secures reference information; ensures proper personnel practices in hiring process; submits all information on recommended candidates; conducts new employee orientation for the office; maintains personnel records on employees.
Assists in research and analysis of complex matters.
Research, coordinate and prepare grant proposals for available government funding for various programs and projects administered by the City; maintains files of grant sources and supporting data.
May administer the Department's budget.
May administer accounts receivable and accounts payable processing as well as reporting and serves as the lead worker.
Perform work as a Grant Writer and Administrator.
May perform trend analysis.
May assist in the completion of monthly reports.
May supervise office staff as assigned.
May respond to routine requests for information by City departments and officials, outside agencies or other governmental authorities, and provides documents and/or information sources.
May prepare and submit periodical (quarterly and semi-annually) reports to state, and federal granting agencies.
May prepare letters, ordinances, and resolutions concerning Department matters before City Council.
May conduct annual research on Department issues and formulates analysis and recommendations.
May coordinate the Department's short term goals and objectives, the Department's Strategic Plan and the Department's long-term Vision Plan.
May prepare quarterly reports on Department's Strategic Plan and Vision Plan.
May conduct internal and external surveys. Conducts computations and analysis on surveys for presentation to Command Staff.
Performs other related duties as required.
Knowledge of standard research techniques, methods and procedures.
Knowledge of municipal government organization and function.
Knowledge of the financing sources and programs available through State and federal funding agencies, and of the requirements and standards for obtaining and retaining State and federally funded programs.
Knowledge of modern office practices and procedures.
Skilled in the collection, analysis and presentation of statistical and technical data.
Skilled in effectively expressing ideas orally and in writing.
Skilled in the use of computer-driven word processing, spreadsheet, graphics and file maintenance programs.
Ability to use common office machines.
Ability to analyze and interpret policy and procedure, and to resolve problems and questions.
Ability to organize work flow and coordinate activities.
Ability to modify work procedures, methods and processes to improve efficiency.
Ability to establish and maintain complex records and files.
Ability to establish and maintain effective working relationships as necessitated by work assignments.
Ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar or divergent from obvious standards) of data, people or things.
Ability of speaking and/or signaling people to convey or exchange information. Includes receiving instructions, assignments or directions from superiors.
Ability to read a variety of reports, letters and memos, technical studies, statistical data, charts, graphs, etc. Requires the ability to prepare correspondence, reports, studies, statistical analysis, charts, graphs, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.
Ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables.
Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including mathematical terminology.
Ability to utilize mathematical formulas, add and subtract, multiply and divide, utilize decimals and percentages, and apply the theories of algebra and statistical theory.
Ability to inspect items for proper length, width and shape.
Seasonal Employees- No Benefits
Part-time Employees - Sick Leave (See below)
Full Time Employees are eligible for the following benefits;
Retirement (Virginia Retirement System employer) for employees hired on or after 1/1/14 - Hybrid Members
Hybrid plan members contribute 4 percent of creditable compensation to the defined benefit plan and 1 percent to the defined contribution plan each month. Members may voluntarily contribute up to an additional 4 percent in 0.5 percent increments to the defined contribution plan each month. Members can increase or decrease their voluntary contributions on a quarterly basis. With the mandatory and voluntary contributions to the defined contribution component of the plan, members can contribute a maximum of 5 percent with a 3.5 percent match from the employer. Members invest in various investment options that best fit their needs.
Vested after 5 years in the defined benefit part of the plan. Vested in phases based on years in the Defined Contribution part of the Plan. The retirement eligibility for a full or reduced retirement pension in the Hybrid Plan is very detailed. Please contact the Virginia Retirement System or the Human Resources Department for details.
Paid Time Off (PTO)
Yearly earnings
120 Hours (1-59 months), 144 Hours (60-119 months), 168 Hours (120- 179 months), 192 Hours (180 and over)
Sick Leave
Part Time employees earn 4 hours per month Sick leave accrues at the end of the month and may be accrued with no ceiling.
Personal Leave
All regular full time employees are granted 24 hours of personal leave each calendar year. Personal leave must be preapproved and is not cumulative.
Health Insurance
Coverage available for you and your eligible dependents using pre-tax payroll deductions if elected.
Supplemental Insurances
Employees may purchase the following supplemental insurance policies: short term and long term disability, cancer, accident, supplemental hospitalization, and group universal life insurance.
Employer Sponsored Short Term and Long Term Disability
Provides disability coverage for employees work and non-work related disabilities. Work related disabilities are covered starting on day one (1). Non work related disabilities are covered starting on day eight (8), after you have been employed for one year.
Flexible Spending Accounts
Employees may participate in the Health Reimbursement, Dependent Care Reimbursement and Premium Reimbursement Accounts. All deductions are made on a pre-tax basis and will reduce your taxable income.
Life Insurance
The city pays the entire premium for life insurance coverage in the amount of 2 times annual salary for natural death and 4 times annual salary for accidental death.
Optional Life Insurance
Employees have the option of electing additional life insurance coverage in the amount of 1, 2, 3 or 4 times their annual salary. Employees may only purchase optional life insurance on spouses and children if they are enrolled in optional life insurance for themselves.
Family and Medical Leave Act (FMLA)
12 weeks of job protected leave for leaves approved in accordance with the Family Medical Leave Act. Employees receive continuation of health insurance, job protection and consideration for a comparable job when available, or an equivalent job, upon return to work.
Funeral Leave
24 hours of paid leave of absence in case of death in immediate family.
Holidays
Suffolk follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia.
Jury Duty
Time off with pay with difference between jury pay and regular pay or use annual leave and keep check.
457 Deferred Compensation, ROTH IRA, Traditional IRA
Offered through ICMA Retirement Corporation as a way to shelter a portion of your salary from income taxes and save for retirement.
Employee Assistance Program
Offers employees and immediate family members (3) free, confidential counseling sessions related to a broad range of issues such as marital or family conflict, job or personal stress, alcohol or drug abuse, financial or legal worries, etc.
Worker's Compensation
Should an employee have an on the job injury, he/she could be eligible for Workmen's Compensation Benefits, except in cases of willful neglect.
Pay Days
Employees will be paid on the 15th and last working day of each month.
Credit Union
A Suffolk Credit Union is available to employees.
Legal Services
Employees may prepay for access to legal assistance.
Notary Public Services
Services available in the Human Resources Department.
Alternative Work Schedule
For some positions -Offers 4 Alternative Work Schedule options to provide employees with greater control over their personal and professional time, as well as reducing absences.
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