Office Manager

Education and Experience: A High School diploma, GED or higher, and six (6) years office support experience, including two (2) years of supervisory or lead work experience.

Licenses and Certificates: None.

Under direction, provide administrative support in fiscal and personnel management operations, and supervise a large group of customer service or clerical and secretarial support staff.

Provide administrative support and manage office functions. Involves: Utilize a personal computer to prepare and edit memoranda, proclamations, agenda items and other correspondence. Compile reports and status updates. Coordinate with other city departments or outside agencies on special projects, as assigned. Assist administrative officer, update and maintain official's/director's calendar and meeting schedule. Arrange travel arrangements, calculate per diem allowances, and reconcile travel costs. Receive, review, sort and distribute mail. Ensure proper distribution of communications, flag urgent information and communicate priorities to the appropriate person. Maintain filing system logs and keep records and reports. Perform records management.

Manage and provide accounting, budgeting, procurement and payroll support and services. Involves: Post vouchers for payment, review requisitions and invoices before forwarding to accounting section for payment. Monitor budget expenditures and inventory. Assist in identifying and preparing budget goals and objectives. Input budget information into system and generate budget status reports. Maintain accurate inventory records that may include vehicles, radios and office equipment and complete the required paperwork to update the inventory as assets are acquired or disposed. Oversee the records retention process to ensure that records are retained, stored or destroyed in accordance with open records regulations. Order supplies, furniture and equipment. Ensure compliance with purchasing requirements. Authorize petty cash expenditures. Assist in the maintenance of employee time reports and payroll documentation. Ensure time sheets are submitted within prescribed deadline. Resolve any payroll, accounts payable and revenue issues.

May oversee fleet, building maintenance, communications, or customer and visitor services activities within assigned department. Involves: Schedule preventative maintenance for vehicles. Monitor and expedite the maintenance and repair process and physically inspect vehicles as necessary. Provide for building and grounds maintenance and supervise custodial employees. Contact building maintenance to arrange necessary repairs to the building, HVAC, plumbing or electrical systems and follow-up on status of repairs. Oversee non-emergency dispatching. Collect revenues, schedule events, track attendance, and coordinate with concessionaires, participating groups, schools and agencies.

Provide human resource administrative support and services. Involves: Maintain performance reviews data and reminds supervisors of due dates. Distribute personnel action forms to staff. Maintain confidentiality. Update personnel files, leave accrual reports. Coordinate training classes and schedule staff (sexual harassment, defensive driving, etc.).

Interact with management, other departments, supervisors, vendors, employees and the public. Involves: Provide accurate information to inquiries and respond to complaints. Serve as a liaison for the department to facilitate the dissemination of information. Represent the department at various meetings.

Supervise assigned staff. Involves: Schedule, assign, instruct, guide and check work. Appraise employee performance. Provide for training and development. Enforce personnel rules and regulations, and work behavior standards firmly and impartially. Counsel, motivate and maintain harmony. Interview applicants. Recommend hiring, termination, transfers, discipline, merit pay or other employee status changes.