Office Manager

MOS Code: 001815 (Navy)

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.

• 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.

• 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.

• 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.

• Maintain performance reviews data and remind 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.

• 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.

• 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.

For complete Job Specifications, .

Important Note: The required Supplemental Questions and answers are considered an examination component and will generate a score.

Applicants are being tested on a conditional basis pending a review of minimum qualifications. Applications will be reviewed for applicants who pass…