Receptionist; Office Manager

Salary

$22.07 per hour

Part-time, in office 3 days per week

Manages the daily operations of an office and performs administrative and clerical functions for an assigned department. This position provides comprehensive office support, including greeting and assisting the public, answering phones, managing supplies, confirming reservations, and coordinating events.

Duties and responsibilities include coordinating and directing office activities, ensuring efficient operations, planning expenditures, maintaining budgetary records, and preparing reports. Additionally, they offer support to City Council Members and staff, prepare documentation for invoices, coordinate interviews, plan events, manage the front desk, and handle open records requests. This role reports directly to the Municipal Clerk and Deputy Municipal Clerk and attends meetings and training sessions specific to the Office of Municipal Clerk.

• Oversees processing of daily paperwork and office work; performs unusually difficult general clerical work and prepares complex reports.
• Prepares and/or generates routine correspondence, letters, memoranda, forms, reports, and other documents via computer.
• Attends various meetings, conferences, and training sessions as required.
• Receives, reviews, routes and/or processes various forms, requests and reports, files, records and documents from the public and/or other departments; oversees timely processing.
• Responds to routine requests for information or assistance from officials, members of the staff, the public or other individuals.
• Responds to open records request as mandated by State Law.
• Process, scan, seal and maintain database for all contracts retrieved for the Municipal Clerk.
• Discusses reports, records, documents, etc., and retrieval of information with customers, attorneys, court personnel, victims, etc.
• Processes AP and invoice processing.
• Orders supplies, processes invoices, and maintains stock levels.
• Coordinates and confirms conference room reservations.
• Assists with interview coordination and orientation preparation.
• Manages daily office operations.
• Performs administrative and clerical functions.
• Ensures efficient office operations and maintains budgetary records.
• Organizes and maintains records management systems.
• Schedules, sets up, and breaks down meetings and interviews.
• Creates AIM tickets for OMC department.
• Puts in orders for catering and books rooms for special events or meetings.
• May perform other duties as assigned.

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. COA may change the specific job duties with or without prior notice based on the needs of the organization.

• Knowledge of records management, administrative and office practices, policies, and procedures.
• Skill in communicating and interacting with subordinates, elected officials, management, employees, members of the general public, and any other groups involved in the activities of the City.
• Ability to administer operations, staff plans, and objectives for the expediency and effectiveness of specific duties of the City.

• Associate's degree in secretarial science, business/public administration, or related field.
• One (1) year of experience in a progressively responsible secretarial, clerical, or administrative role and supervisory/management experience required.

IMA, IPMA-HR, ICPM.

Bachelor's degree or Associate’s degree in Business or Public Administration and three (3) to five (5) years of office management experience preferred.

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with the job.

Sedentary work:
Exerting up to 10…