Under general supervision of the Director of Engineering, the Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. The Office Manager shall oversee the technical work of the Administrative Assistant, CIP Contract Specialists, and Staff Specialist. The Office Manager will assist the Director of Engineering in the management and oversight of departmental issues related to administrative support. Performs related work as required.
Duties and Responsibilities/Knowledge, Skills, Abilities and Behaviors:
DUTIES AND RESPONSIBILITIES
Design and implement office policies.
Establish standards and procedures.
Organize office operations and procedures.
Supervise office staff.
Coordinate the requisition of supplies.
Coordinate with other departments and organizations.
Coordinate the maintenance of office equipment.
Maintain office records as follows:
-Design electronic filing systems.
-Ensure filing systems are maintained and up to date within Laserfiche.
-Coordinate with the City Secretary regarding record retention.
-Ensure protection and security of files and records.
-Ensure effective transfer of files and records.
-Transfer and dispose records according to retention schedules and policies
-Ensure personnel files are up to date and secure.
Participate in the preparation and administration of assigned program budget; submit budget recommendations; monitor expenditures.
Assist the Director of Engineering with the management, preparation, and implementation of departmental budgets; post/balances expenses and maintain ledgers; assist in monitoring expenditures to ensure compliance with approved budget: provide budgetary input.
Receive various forms, reports, correspondence, invoices, vendor quotes, budget reports, work orders, policies, procedures manuals, reference materials and processes contract documents, change orders, purchase requisitions, purchase orders, processing of payments and monitoring of budgets.
Assist Engineering staff to schedule, coordinate, and prepare exhibits and documents for city council presentations.
Oversee grant reporting and project administration requirements by following requirements of approved project grants, submitting documentation and status reports, communicating with Grant Administrator and project managers regarding funding and other issues.
Coordinate revisions to the City’s engineering manuals and construction detail specifications.
Provide general technical support to the engineering staff.
Maintain office efficiency as follows:
-Plan and implement office systems, layout and equipment procurement
-Maintain and replenish inventory
-Check stock to determine inventory levels
-Anticipate needed supplies
-Verify receipt of supply
-Process and maintain professional and construction contracts.
Assist in the resolution of management problems concerning new subdivisions or capital improvement projects.
Respond to public inquiries and inter?departmental inquiries pertaining to department functions, i.e., development, engineering, legal descriptions of lots, properties, project status.
Supervise office staff as follows:
-Assign and monitor clerical and secretarial functions.
-Recruit and select office staff.
-Orient and train employees.
-Coordinate on-the-job and other training opportunities.
-Evaluate staff performance.
-Coach and discipline staff.
May run errands for department including delivery of items to TxDOT, County, etc.
Comply with all written City policies and procedures.
Adhere to assigned work schedule as outlined in City and department attendance policies and procedures.
Performs related duties as required.
KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS
Knowledge of office administration, human resource management, and supervision.
Requires knowledge of office procedures, methods and equipment including computers and applicable software applications and computer skills including spreadsheet, word processing, and e-mail programs at a highly proficient level.
Requires knowledge of purchasing laws in order to process purchase order request for the department.
Requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information with very effective organizational skills.
Requires the ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Requires team building skills and the ability to apply principles of persuasion and/or influence.
Requires project management, analytical and problem solving skills with attention to detail and high level of accuracy in preparing and entering information.
Requires the ability to utilize a variety of advisory and design data and information, such as the city’s subdivision ordinance, city’s design standards, paving manual, water and sewer manual, the city drainage ordinance and city’s maps.
Requires the ability to perform mathematical operations involving basic algebraic principles and formulas, and basic geometric principles and calculations.
Requires ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form.
Requires the ability to exercise the judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties that are often characterized by frequent change.
Requires stress management skills and time management skills
The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
Build professional relationships with internal staff and customers.
Offer flexibility and adaptability, especially during times of change.
Communicate effectively both orally and in writing.
Requires the ability to pass a drug screen and background check.
High school diploma or GED; supplemented by college level course work or vocational training in engineering, accounting or closely related field; supplemented by ten (10) years previous experience and/or training involving the monitoring of capital improvement projects. An equivalent combination of education, training, and experience may be considered. Certifications in Microsoft Access, Excel and Word are required.
Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
This position has limited exposure to environmental conditions.
The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.