OFFICE MANAGER 1
Pay Range GC11

INTRODUCTION

The classifications within this three-level series have a focus on organizing and directing office operations and providing support to a department or division head, in addition to providing direct secretarial assistance as needed and/or supervising support staff. Organizing and directing an office typically includes coordinating workflow and communication and developing procedures, policies, materials, forms, filing and other support systems (including confidential documents) for efficient office operations. Direct secretarial support typically includes responsibility for incoming and outgoing information and paper flow for the assigned manager, coordinating and maintaining confidential documents and files, assisting in the budget process and coding invoices for payment. Supervision of support staff typically includes having primary responsibility for hiring, work assignments, discipline, performance assessment and termination of assigned employees. All levels within this series may provide staff research and project/program management.

This classification is entry-level within the office manager series and is distinguished by providing direct secretarial support to a department or division head and does not supervise support staff.

EXAMPLES OF PRINCIPAL DUTIES

(Duties assigned to this classification include, but are not limited to, the following examples. Any one position may not perform all listed tasks.)

1. Develop procedures, policies, materials, forms, filing and other support systems for efficient office operations; responsible for workflow and communication coordination.

2. Provide secretarial support; coordinate incoming and outgoing information, paper flow, calendars and travel arrangements for an assigned manager; assist in coordinating and scheduling department or division activities and training.

3. Process and maintain confidential documents including personnel, payroll, and medical records; responsible for department or division personnel management as assigned. Assist with department or division recruitments.

4. Design, compose and type various correspondence, forms, graphics and reports; perform complex word processing and data entry; type from dictation, rough draft or notes; operate a variety of complex office equipment which includes automated equipment utilizing specialized databases, spreadsheets and systems.

5. Answer and place telephone calls on behalf of manager and department; screen callers and visitors and respond as appropriate; interpret to public and other departments or divisions information requiring a thorough knowledge of department or division policies and procedures in order to provide assistance, exchange information and solve problems.

6. Monitor department or division contracts, grants and leases; track progress and develop related reports; order and maintain general office and specialized supplies and equipment; contact appropriate vendors.

7. Assist in the budget process by coordinating collection and projections of information; monitor and administer budget once adopted. Maintain a variety of department or division fiscal records and logs; perform various predetermined calculations; reconcile accounts with Finance Department printouts; code invoices for payment.

8. Attend meetings and prepare minutes; may represent manager, department or division at meetings; provide assistance role to boards and committees related to department or division, including foundation support relating to donated funds.

9. Independently research, compile and summarize information for a variety of reports or to resolve issues or problems; prepare information for inclusion into reports; and provide project and program management as assigned.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of: Thorough knowledge of modern methods of office management and general office practices and procedures; considerable knowledge of recordkeeping and reporting; considerable knowledge of bookkeeping principles; considerable knowledge of word processing, spreadsheet and data base software capabilities. Skill in: Report writing and composing correspondence; typing rapidly and accurately; use of complex office equipment which includes automated equipment and systems; processing information on a computer; taking and transcribing dictation either manually or by machine. Ability to: Communicate effectively in both oral and written forms; plan and organize office operations, including development of office systems, policies, and procedures; maintain records, reports and statistical data; make decisions independently in accordance with established policies and procedures, establish new policies when applicable, and use initiative and judgment in completing tasks and responsibilities; represent department or division in a variety of settings; maintain confidentiality; courteously meet and deal effectively with other employees, other agency representatives, advisory boards, vendors and the public.

Education, experience and training: Four years progressively responsible clerical experience which includes office management OR a satisfactory equivalent combination of education, experience and training.

Desirable qualifications: Specific knowledge or experience related to assigned department or program area.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed under general direction of a department or division head. Recurring routine assignments are independently performed by employee on basis of past experience. Employee receives general instructions regarding scope of and approach to projects or assignments, but procedures and problem resolution are left to employee discretion and interpretation. Work is reviewed periodically to ensure determinations and decisions made are in accordance to department policy and procedures.

GUIDELINES

Work is performed within departmental policy and procedures; federal, state and statutes, rules and regulations; secretarial handbooks, software and equipment manuals, specialized dictionaries and reference materials. Considerable judgment and initiative is used to interpret these guidelines.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Work is performed in an office environment and is generally sedentary; requires hearing voice conversation and keyboarding.