Office Manager (Marion County Auditor)

Full Job Description

Position provides administrative support to the agency or department they are assigned to within the City of Indianapolis Marion County. Incumbent oversees the budget for the area. Position also manages a range of administrative services including coordinating and overseeing various office components for the maximum utilization of services and equipment. Independent judgment is utilized when there are no available policies and procedures and errors in judgment may cause inconsistencies and inconveniences as well as regulatory and budgetary problems. Position reports to Director of Agency or Division.

Agency SummaryThe purpose and mission of the Marion County Auditor’s Office is to provide oversight, management, and processing of city and county financial transactions.

These include evaluating and processing property deductions, refunds, and settlement with the units of government, vendor invoices, revenue receipts, payroll and related tax withholdings and all other applicable processing of revenues and expenditures of the city and county.

The agency does this by cultivating a productive, collaborative, and compliant work environment in order for our workforce to meet the needs of the constituents of Indianapolis and Marion County.Equal Employment Opportunity

The City of Indianapolis Marion County is an equal opportunity employer.

All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Requirements

• Oversees and support all administrative duties in the office and ensure that office is operating smoothly
• Manage office supplies inventory and place orders as necessary
• Perform receptionist duties where needed including greet visitors, answer, and direct phone calls
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Develop office policies and procedures, and ensure they are implemented appropriately
• Oversees and directs office layout planning and office moves, managing and maintaining IT infrastructure, and housekeeping of office facilities

• Manage office budget, review, and oversees all expenditures

• Identify opportunities for process and office management improvements, and design and implement new systems
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports

• Monitors expenditures and questions necessity throughout the fiscal year
• Maintains appropriate records, files, and documentation relating to the budget
• Plans and coordinates administrative service activities regarding support services including but not limited to; printing, mail and messenger services, telecommunications, fax, copying equipment, maintenance, and purchasing
• Oversees and plans for the furniture and office equipment for the agency or divisional area
• Conducts investigations to determine comparative costs regarding office equipment
• Negotiates the purchase price of office supplies and equipment
• Issues appropriate purchase requisitions
• Plans installation of systems (e.g., computers, phones, etc.) for providing efficient workflow
• Plans and coordinates office supplies receiving, distributing, and storage
• Maintains the confidentiality of all information
• This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time

Qualifications

High school diploma and/or GED and a minimum of five (5) to seven (7) years of work experience in a field related to the functions of office management with a minimum of three (3) year’s prior related experience in an administrative role reporting to a director level or above. Must possess exceptional attention to detail. Strong organizational and time management skills, and ability to prioritize work and scheduling. Must be a driven self-starter with excellent communication and interpersonal skills. Strong problem solving and analytical abilities. Must be proficient with Microsoft Office, spreadsheets, and other financial software systems.

Preferred Job Requirements and Qualifications
Associate or Bachelor's Degree in Administration, communications, or a related field and a minimum of two (2) to five (5) years of experience in an administrative/office management role preferred.