FLSA STATUS: Exempt
Under administrative direction; performs work of considerable difficulty in planning, directing and administering the activities of an assigned department or departments within the DuPage County Recorder of Deeds Office.
DISTINGUISHING FEATURES OF THE CLASS
An employee in this class is responsible for the coordination of all activities within an assigned department(s). Work involves supervision of subordinate staff, coordination of duties, determination of priorities and scheduling of staff. Administrative direction is received from the Chief Deputy of the Recorder of Deeds.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.
• Analyzes and implements new practices; plans, supervises and reviews the work of both department supervisors and subordinate personnel; establishes unit policies and procedures
• Receives and distributes work with regard to deadline priorities
• Adjusts assignments to meet changes in workload or office operations
• Recommends hires and promotions, directs and evaluates employment decisions for all assigned positions
• Evaluates office production, revises procedures, and devises new practices to improve efficiency
• Formulates procedures for systematic retention, protection, retrieval, transfer and disposal of records
• Manages new administrative projects to develop procedures
• Prepares personnel and budgetary documents for the department
• Participates in long-term planning for the department.
• Maintains regular attendance and punctuality.
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Performs related duties as required or assigned within job classification.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Computerized record keeping and retrieval systems
• Business administration practices
• Statutes and regulations pertaining to the operations of the Recorder of Deeds
• Management methods.
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Management and leadership principles
• Acquiring and applying knowledge of procedures and policies
• Establishing priorities, assigning work and maintaining standards
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office
• Planning, scheduling and supervising the work of others
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations and statutory requirements
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality
• Monitor and evaluate employees
• Prioritize and assign work
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
• Plan, organize, manage and evaluate the work of the division to ensure efficient, timely and cost-effective services
• Plan, analyze, and evaluate programs and services, operational needs, and fiscal constraints
• Provide leadership to effectively resolve issues
Exercises supervision of personnel in related area of responsibility.
EDUCATION and/or EXPERIENCE
Completion of a Bachelor's degree in Business Administration, or a related field; five to seven years’ experience at a management level, including two years’ experience in a supervisory or administrative capacity; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.
CERTIFICATES, LICENSES, REGISTRATIONS