Office Manager - G118 Facilities Maintenance

Posting number: 2026-00000436

Department: Facilities Maintenance

Division: Facilities Maintenance

Job classification: Office Manager - Facilities Maintenance G118

Posting type: Open

Categories: Administration

Summary

This position performs advanced administrative, financial, and operational management functions in support of the Facilities Maintenance Department.

• Serves as the Office Manager and primary administrative coordinator for the Facilities Maintenance Department by overseeing the daily operations of the administrative office and ensuring efficient workflow in support of departmental operations. 
• Acts as the principal administrative liaison between the Director, Assistant supervisory staff, Human Resources, Finance, Purchasing, Risk Management, and other City departments.
• Provides executive-level administrative support to the Director by coordinating departmental priorities, managing confidential information, preparing reports, conducting research, scheduling meetings, and assisting with strategic planning initiatives.
• Assists in the preparation, administration, and monitoring of the department's annual operating budget.
• Tracks expenditures, monitors account balances, prepares budget transfers, reconciles purchasing activity, and assists with budget forecasting to ensure fiscal accountability.
• Administers departmental payroll by reviewing employee time records, processing leave requests, mileage reimbursements, overtime documentation, and other payroll-related transactions while ensuring compliance with City policies and payroll deadlines.
• Coordinates departmental Human Resources functions, including maintaining confidential personnel files, processing personnel actions, assisting with recruitment activities, coordinating interviews, preparing onboarding documentation, monitoring employee certifications and training requirements, and ensuring compliance with applicable personnel policies and procedures.
• Assists management with employee relations and disciplinary processes by preparing disciplinary documentation, maintaining confidential records, coordinating investigations, scheduling employee meetings, documenting corrective actions, and ensuring compliance with Human Resources policies and employment regulations.
• Supervises, trains, and evaluates administrative office staff, establishes office procedures, assigns work, monitors productivity, and promotes a high level of customer service and professionalism.
• Develops, maintains, and analyzes complex Microsoft Excel spreadsheets, databases, dashboards, and tracking systems used to monitor departmental budgets, work order performance, staffing levels, preventive maintenance schedules, equipment inventories, key performance indicators (KPIs), and operational metrics.
• Creates professional Microsoft PowerPoint presentations for executive leadership, City Council, budget workshops, strategic planning meetings, capital improvement projects, departmental updates, and other public or executive presentations.
• Prepares correspondence, memoranda, reports, policies, procedures, contracts, agendas, charts, meeting minutes, and other administrative documents independently or under the direction of the Director.
• Coordinates procurement activities by processing purchase requisitions, purchase orders, purchasing card transactions, vendor documentation, invoices, and contract records while ensuring compliance with City purchasing policies. Maintains departmental inventory for office supplies, uniforms, safety equipment, and administrative materials. 
• Coordinates purchasing, receiving, distribution, and inventory control.
• Coordinates employee training programs, including annual driver safety training, required certifications, safety meetings, and mandatory compliance training. 
• Maintains departmental training records and certification databases.
• Serves as the departmental liaison for Risk Management by preparing accident reports, maintaining Workers' Compensation documentation, coordinating OSHA and safety documentation, scheduling post-incident safety meetings, and assisting with accident investigations.
• Develops and maintains electronic filing systems, databases, and records management procedures to improve departmental efficiency, maintain document security, and ensure compliance with records retention requirements.
• Assists with departmental planning by preparing statistical reports, workload analyses, organizational charts, staffing reports, performance measures, and operational summaries used by executive management to support strategic decision-making.
• Coordinates special projects assigned by the Director, including departmental reorganizations, poli