Office Operations Specialist

The Town of West Hartford 

Announces an Open Competitive Examination

For the position of 

Office Operations Specialist

APPLICATIONS WILL ONLY BE ACCEPTED ELECTRONICALLY

Application Deadline:                                        Salary Range:                                                                                 Department:
April 7, 2026, at 11:59 p.m.                                $67,626 - $83,772/year                                                                    Public Works
                                                                              ***Subject to increase upon contract ratification

Job Purpose

Responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Assists in the coordination of other support services such as gathering information and preparing confidential and other reports, providing project and/or personnel supervision, assisting in budget preparation and control, and performing all types of clerical/administrative work.

In departments such as Public Works, provides direct administrative and operational support to a 40-hour per week municipal service operation that supports routine public infrastructure services and Town emergency operations.

Essential Job Functions/Results

• Develops, implements, and maintains efficient and effective office procedures according to established or standard office procedures.
• Advises department/divisions on budget problems, policies and procedures and assists in the maintenance of proper budgetary controls.
• Monitors expenditures utilizing financial reports to ensure proper budget administration.  May make recommendations for account utilization.
• Prepares and processes accounts payable invoices.
• Assists Department Director with day-to-day administrative tasks.
• Conducts independent research studies.
• Makes recommendations on administrative projects and problems across all department advisors.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively to provide quality customer service.
• Coordinates installation of new systems, procedures and methods.
• Develops, compiles and coordinates data for reporting.  Prepares statistical and narrative reports of some complexity.      Responds to requests for information with minimal direction.
• Has distinct responsibility for multiple programs that involve independent judgment.
• Answers inquiries requiring research, interpretation and/or explanation.
• Meets the public through telephone and/or in-person inquiries.  Provides information and advice to public or interested parties directly on services.  Resolving customer complaints within scope of authority.
• Works with contractors, vendors, and professional agencies to coordinate services.
• Manages and supervises subordinate staff. Provides input to subordinate staff's performance evaluation.
• Conducts training programs to enhance efficiency and productivity of department.
• Investigates and resolves discrepancies of accounts to the general public and/or vendors.
• Organizes, prepares and maintains department records and other files.
• Prepares internal and external correspondence in hard copy and electronic media and varied formats without instruction.
• Maintains inventory of office supplies, materials, and equipment and assures all supplies required for are available and distributed to in a timely manner.
• Performs special assignments and studies as requested.
• Uses all types of office equipment such as personal computers, computer terminals, photocopy machines, telephones and call routing features, facsimile machines, other business office equipment and provides for their maintenance as necessary.
• Keep abreast of new and emerging technologies and identify opportunities for implementation, including Web Application software.
• Arranges for meetings and schedules appointments for principles.
• Coordinates internal communications, service requests, work order tracking, and emergency response documentation. Assists in the activation and support of the Town's Emergency Operations Center (EOC) as required, including recordkeeping, resource coordination, timekeeping documentation, and communication with internal divisions and external agencies during emergency events such as snow and ice operations, severe weather incidents, infrastructure failures, and other declared emergencies.
• May be required to work beyond normal business hours including evenings, weekends, and during declared emergencies in support of Public Works and Town emergency operations.

Knowledge, Skills, and Abilities

• Proficiency in utilization of computers, a variety of software and other modern office equipment.
• Knowledge of office processes and procedures.
• Knowledge of basic accounting principles.
• Ability to exercise judgment, discretion and diplomacy to resolve public issues and concerns on a timely basis.
• Ability to independently prepare accurate and comprehensive reports, correspondence or other assignments.
• Ability to develop, implement and maintain a variety of appropriate filing systems.
• Ability to follow oral and written directions.
• Ability to use considerable initiative and creativity to identify and resolve situations.
• Ability to analyze, plan, create and implement municipal and departmental rules and procedures.
• Ability to effectively manage and supervise subordinate staff.
• Ability to prioritize multiple requests pertaining to the office administrative scope.
• Knowledge of procurement processes.
• Ability to work in a team environment as a participant or a leader at times.
• Ability to interact with employees and the public in a courteous and professional manner.

Work Environment:

Work is performed in a business office setting subject to some interruptions and background noise. Work is performed with independence and initiative, referring unusual problems to the Department Director. Performs varied and responsible functions requiring judgment to ensure compliance with applicable departmental and town policies, procedures and methods. Manages and coordinates multiple priorities adhering to established time frames.

Must be mobile, able to push/pull light objects, occasionally lift objects up to 30 pounds.  Must be able to perform such tasks as writing, filing, typing, using a calculator, and skills which require hand-eye coordination such as using a computer. Must be able to sit for prolonged periods.  Has frequent contact with employees, other town departments, vendors, community representatives, and the general public.  Must be able to concentrate on fine details with occasional interruption, attend to tasks/functions for more than forty-five to sixty (45-60) minutes at a time, remember multiple assignments given over long periods of time, and understand the theories behind several related concepts.  Must be able to communicate in English and be understood clearly; hearing requirements include the ability to effectively interact with customers in person or by telephone.  May be exposed to dust, fluctuations in inside temperatures and electro-magnetic radiation as in computer screens. 

Required Qualifications

Bachelor's Degree in Business Administration or related field; or an Associate's Degree in Secretarial Science or related field and five (5) years of increasingly responsible office administrative or secretarial experience including supervisory experience, demonstrated proficiency with Microsoft Office products, particularly Word and Excel or other similarly responsible position or a combination of comparable training and experience deemed equivalent by the Director of Human Resources. 

The above description is intended as illustration of the various types of work that may be performed and are representative of those that must be met by an employee to successfully perform the essential functions of the job.  It is intended as a guide for personnel actions and must not be taken as a complete itemization of all facets of any job.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Method of Selection:
                                                                  Weight                  Passing Score
            Oral Board (Interview)                    100%                             70

The Town reserves the right to limit the number of qualified candidates invited to participate in any portion of the selection process.  Candidates must achieve a passing score of seventy (70) on the oral examination in order to have their name placed on the Eligible List for this position.  An individual appointed to the position must satisfactorily complete a six (6) month probationary period.


Application Process
The Application for Employment may be accessed from the Town of West Hartford website at www.westhartfordct.gov under "Jobs".  Your resume and letter of interest may be linked to your application.  All application materials must be received by the application deadline.

An Equal Opportunity/Affirmative Action Employer

It is the policy of the Town of West Hartford that discrimination in any way on the basis race, color, religion, ethnicity, national origin, ancestry, sex, age, sexual orientation, genetic information, gender identity/expression, marital status, citizenship, veteran status, military/veteran status, political belief, criminal record, disability or any other protected status in accordance with the requirements and any exceptions under applicable state or federal law toward employees is strictly prohibited and will be not be tolerated.  

The above description is intended as illustration of the various types of work that may be performed and are representative of those that must be met by an employee to successfully perform the essential functions of the job.  It is intended as a guide for personnel actions and must not be taken as a complete itemization of all facets of any job.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The Town of West Hartford provides reasonable accommodations to persons with disabilities in accordance with the Americans with Disabilities Act (ADA). If you need an accommodation on the application or testing process, please contact the Human Resources Department at 860-561-7488 or email Alan Horner.

Individuals who do not have access to a computer or need assistance completing an online application may visit the Noah Webster Library or its branches for access and assistance.



AH 3/17/26