POSITION: Office Manager
DEPARTMENT: Parks & Recreation
HOURS: 40 Hours/Week, Monday-Friday, 8:00 a.m. - 5:00 p.m.
SALARY: $41,135 - $51,398 Annually
(New Hires start at $41,135 with progression to top of the range over five years. Current County employees paid pursuant to the County's Compensation Policy.)
All applicants must have a passing score on the County Written test, which will be administered by invitation only. Keyboarding, Word and Excel tests will also be administered.
This is a management position in Parks & Recreation office with authoritative control over the work processes of a clerical work area. Knowledge of County rules, regulations, policies, and procedures is required. Primary function of this job is to supervise both pool staff and office support staff. Provides advanced, complex, and varied administrative and technical support.
Employees must meet the minimum requirements, conditions of employment, and be able to perform successfully all essential duties and responsibilities with or without reasonable accommodations.
May be required to work on-call in an emergency. It will also require travel in the employee’s own vehicle.
Examples of Duties:
PRIMARY DUTIES AND RESPONSIBILITIES (may include but are not limited to the following)
• Acts as first line supervisor for designated staff within the department, including interviewing and selecting of job applicants, training, overseeing work, and establishing and evaluating appropriate performance standards in accordance with the department’s and County’s objectives.
• Processes, compiles, researches, and analyzes complex information, and prepares and verifies reports, correspondence, and other documents utilizing applicable software, within established procedures.
• Enters, verifies, and reconciles complex information and data, and develops spreadsheets, databases, or reports.
• Obtains and supplies information requiring the application of policies and procedures to specific circumstances, both for employees and the public.
• Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance on complex policies, guidelines, and standard practices to internal and external customers, both verbally and in writing.
• Performs a variety of specialized research and reporting in assigned area of responsibility and resolves related discrepancies or erroneous data to ensure compliance with established rules, court orders, policies and laws.
• Sorts, files, and maintains materials and filing systems (paper, computer or imaging), retrieves file materials, and keeps a record of file movement.
• Interprets and assists in the drafting of County and departmental policy and procedures within area of expertise.
• Assists in the preparation and monitoring of department budget, and identifies and reports potential financial overruns and variances at an early stage.
• Coordinates and attends meetings.
• Coordinates and monitors the completion of specialized, time sensitive projects.
• Monitors and maintains appropriate levels of supplies and materials in support of unit operations and activities.
• Schedules and maintains department calendars.
• Participates in maintaining or designing web page(s) for assigned area of responsibility.
• Performs advanced mathematical calculations to balance, reconcile, and maintain records
• May perform other support staff functions as requested.
EDUCATION, FORMAL TRAINING, AND EXPERIENCE (minimum requirements)
• Associate's Degree in business or a related field is required for this assignment, but a Bachelor's Degree is highly preferred.
• Four to six years directly related and progressively responsible experience, including executive level correspondence, scheduling and organization, direct supervision and delegation, and working with the public and media.
• Must be able to keyboard a minimum of 50 w.p.m. accurately
• Must be proficient with Microsoft Office applications including Word, Excel and PowerPoint
CERTIFICATIONS, LICENSES (minimum requirements)
• Requires a valid drivers license and personal vehicle insurance.
CONDITIONS OF EMPLOYMENT (minimum requirements - legal or contractual pre-employment obligations and/or requirements, such as drug testing, background check, etc.)
A background check may be required initially and periodically for an individual hired, transferred, reclassified, promoted, or currently working in this job. Appointment to or continued employment in this job is contingent upon a satisfactory background check which may include, but is not limited to: confirmation of a persons’ identity; review of criminal conviction records; verification of educational degree, license, or certificate required for the position; review of Department of Motor Vehicles records; Department of Justice fingerprint scan; and/or drug and alcohol testing as required and allowable by law. A satisfactory background check is defined as the absence of a criminal history record which bears a demonstrable relationship to the applicant's or employee's suitability to perform the required duties and responsibilities of the position.
Work involves evaluating the relevance and importance of theories, concepts, and principles to develop different approaches or tactical plans to fit specific circumstances where guidelines may not exist, but are flexible and open to considerable interpretation. Analytic skills are needed to interpret and apply guidelines. Errors at this level could cause serious, but short-term consequences involving significant financial impact or cost, reduced service to the public, and/or strong negative citizen reaction requiring intervention from a higher-level manager and could impact others outside of the department.
PHYSICAL DEMANDS, WORK ENVIRONMENT, AND OTHER REQUIREMENTS
· Work is performed in an office environment
· May be required to reach with hands and arms; sit; stand; talk and hear; use hands to finger, handle, or feel
· May be required to lift/move up to 50 pounds (such as a box of paper)
KNOWLEDGE, SKILLS, ABILITIES, COMPETENCIES (minimum requirements)
· Proficiency in English grammar, spelling, punctuation, and simple mathematical functions such as addition, subtraction, multiplication, division, percentages, ratios, etc.
· Knowledge of general county operation and organization
· Knowledge of generally accepted accounting and bookkeeping principles
· Ability to detect errors, determine causes, and make corrections as appropriate
· Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners and telephones
· Proficiency in computer software, including advanced spreadsheet development, word processing, and Microsoft Power Point
· Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with customers, co-workers, and representatives of other agencies
· Knowledge of basic supervisory and employee management principles
· Knowledge of applicable employee rights, protections and avenues of appeal
· Knowledge of applicable policies and procedures governing the hiring, employment and separation of employees
· Skill in assigning, prioritizing, monitoring, and reviewing work assignments
· Skill in mentoring and training employees with varying educational backgrounds and aptitudes
· Skill in anticipating potential personnel issues and taking appropriate action
· Ability to understand managerial policies and prioritize the needs of the unit
· Ability to comprehend, process and apply both verbal and written skills appropriate to the job
· Ability to facilitate and coordinate meetings effectively and efficiently
· Ability to converse and communicate effectively over the telephone, face-to-face, and in writing in order to provide and receive information
· Skilled in researching and resolving complex problems in order to ensure compliance
· Ability to consistently demonstrate sound ethics and judgment
· Ability to think analytically and apply sound judgment, solve problems, make effective decisions, and act with integrity
· Ability to conduct research to gather data and statistics and compile information
· Ability to maintain administrative, fiscal and general records, and to prepare accurate reports and answer questions from records
· Ability to maintain the confidentiality of information and professional boundaries
· Ability to use County resources effectively and efficiently