Office Manager

GENERAL STATEMENT OF JOB

The purpose of the class to coordinate, supervise, and perform all general administrative activities for the assigned department, ensuring effective and efficient office operations; to provide instruction and leadership of assigned support staff; and to perform related work as required.  This position develops work methods that are general in nature and for which there are precedents, examples, reasonableness or a combination of factors. The class works within broad policy and organizational guidelines and does independent planning and implementation, reporting progress of major activities through periodic conferences and meetings.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

• Coordinates, supervises, and supports the administrative functions of the assigned department, including general office services, customer service, accounting, and budget preparation; makes sure the office is running smoothly.
• May be asked to supervise assigned clerical staff; supervisory duties include: scheduling, instructing, planning, and assigning work: reviewing work; maintaining standards; coordinating activities; allocating personnel; acting on employee problems; and recommending employee discipline as appropriate. 
• Reviews the work of employees for completeness and accuracy; evaluates performance and makes recommendations for improvement; and offers training, advice, and assistance as needed.
• Assists with the assigned department’s annual budget and possibly grant program budgets; processes accounts payable and receivable; prepares billing invoices; receive payments and prepares bank deposits; reconciles accounts; prepares related financial records and reports; interprets financial reports; and provides information for budget reports.
• Requisitions and procures equipment and supplies; prepares invoices for payment; communicates with vendors to resolve billing discrepancies and to expedite orders; and maintains inventory of all department property.
• Monitors the assigned department’s service programs; plans and implements regular reporting, collection of data, and preparation of documents; processes documents such as warrants if applicable; notarizes documents; and prepares related reports. 
• Processes standard work requests for employees and managers.
• Organizes work tasks, determines methods of gathering information, and directs routine data collection and research activities.
• Assists with the financial activities for the assigned division, including: assisting with collecting, recording, and balancing fees and other payments; preparing invoices; ensuring security of funds; issuing refunds; and recording financial transactions for the assigned division.
• Evaluates office operations and makes recommendations for changes in policies and procedures as appropriate to enhance office effectiveness and efficiency.
• Assists co-workers and managers with various administrative and clerical duties as necessary; provides training and leadership of new staff or co-workers as assigned.
• Provides general administrative and secretarial support to senior staff, performing such duties as: scheduling and coordinating meetings and appointments; transcribing and preparing documents from tapes/notes; compiling data for reports and studies; composing and/or preparing routine and confidential reports and correspondence; preparing lists; updating website; making travel and accommodations arrangements; etc.
• Ensures office is properly maintained; issues work orders and follows-up as needed; contacts vendors for office machine servicing and repairs; replaces light bulbs; makes sure room temperature is comfortable; and makes sure office is clean, neat and visually tidy.      
• Assists in coordinating assigned division/department activities with those of other divisions, departments, agencies, and other professionals as appropriate; researches and provides agencies and individuals with assigned department information as requested and as appropriate; supports and enhances relationship with other departments; and may coordinate with the Clerk of Court and courtroom staff on the monthly and weekly court schedule. 
• Answers phones; assists public; forwards calls; and greets visitors.
• May function as safety coordinator for the assigned area.
• May handle yearly office inventory and surplus property transfers.
• May assist in maintaining accurate, up-to-date and confidential department personnel records, including but not limited to general employee files, personnel action forms, performance evaluations, insurance benefits, and workers compensation records and claims; and may assist in processing payroll related tasks for the assigned department.              
• May arrange for temporary help; may ge