OFFICE OF ADMINISTRATIVE SERVICES DIVISION

The Administrative Services Division is a multifaceted work unit with responsibilities for maintaining a professional work environment and providing the necessary supports and tools for all segments of the organization to function at optimum level. The Office of Administrative Services coordinates the functions of Administrative General Services, Quality Assessment, Fraud Investigation, Personnel and Training. The products of each of these work units are aimed at improving services, systems, and work experience at the Mercer County Board of Social Services. Administrative Services focuses on meeting the support needs of both internal and external customers in a businesslike professional manner and on the innovative introduction of new concepts and technology into agency operations.

2004 Year in Review

Several major changes occurred in 2004. The functions of Document Control and Project Development were moved under the administration of the Deputy Director and the functions of Fraud Investigation, Personnel, and Training were moved under the administration of the Administrative Services Division.

Major Accomplishments for 2004 included the following:

A reorganization of the Administration Services Division was started with the addition of the Fraud Investigation, Personnel, and Training Departments. This reorganization has dramatically impacted the Division. Operations of the departments under the Division were reviewed and refined to enhance internal and external customer service and to replace of the knowledge of staff lost through the early retirement incentive.
Renovations and improvements to the building were continued in 2004. These renovations have enhanced the working environment for the internal and external customer. Renovations of the Reception Area in the North wing and of the Social Services Units and Income Maintenance Units on in the East wing were made. The Reception Area renovations include the addition of blinds which provides staff with privacy from the public area during training sessions. In addition to the renovations, routine maintenance and upgrading of the heating, ventilation, and air conditioning system were performed.
Security of the building was enhanced to improve upon the safety of the workplace for both the internal and external customer. This was accomplished through the addition of an extra off-duty Trenton patrolman to the security staff and through the addition of a new digital photo ID camera and software system. The new Photo ID system, located in the reception area, allows for on-line access to customer photo identification and is used to produce employee ID cards. Furthermore, an evaluation of the Disaster Recover plan has begun to assure continued operation and service delivery in the event of an emergency.
Administrative General Services has continued to expand its off-site file storage program to prevent the overcrowding of the Record Room and to allow for faster case distribution. Eighteen months of active case records were retained in-house as a hard copy. Furthermore, the time of retrieval of offsite cases has been kept to a 24 hour period to ensure the timely retrieval from offsite storage.
A Courtesy Van to shuttle employees from the parking lot to the building was implemented as a part of the Customer Service Initiative.
In summary, the Administrative Services Division has strived to support continued agency success through the provision of a first class office setting, cutting edge technology, fundamental services, security, fiscal integrity, clear operating procedures, and team problem solving.

Challenges and Goals for 2005

One major challenge of the Division in 2005 is lease negotiations. As part of the lease negotiations the Administrative Services Division will work towards obtaining renovations of the client entrance, employee entrance and the cafeteria and the painting of high traffic areas. Additionally, as part of lease negotiations, the Division will work towards obtaining the installation of security cameras.

In 2005 the Administrative Services Division will strive to support continued agency success and will:

Renovate the Child Support and Paternity, Legal, Management Information Systems, and Personnel departments.
Complete the conversion of the Personnel Department software system.
Continue the reorganization of the Administrative Services Division to enhance internal and external customer service.
Evaluate and continue to improve upon the Security of the building and agency parking to maintain a high level of safety in the workplace.
Continue routine maintenance and upgrading of the heating, ventilation, and air conditioning systems to maintain a quality work environment for customers and employees.

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