OFFICE MANAGER 3
Pay Range GC14

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 include coordinating workflow and communication and developing procedures, policies, materials/forms, and 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 as assigned.

This classification within the office manager series is distinguished by supervision of support staff in multiple locations, and/or supervision of support staff a majority of the time, and/or supervision of the work of support staff performing multiple functions or classifications. This level typically has section budget accountability.

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 for staff in multiple locations or performing multiple functions or classifications; responsible for workflow and communication coordination across multiple locations.

2. Supervise assigned staff in providing clerical, accounting or technical support including primary responsibility for selection, training, evaluation, discipline and termination of employees; plan, organize, coordinate and review work.

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. Type, design, and compose various correspondence, forms, graphics and reports; perform complex word processing and data entry; type from dictation, rough draft or notes; and operate a variety of complex office equipment, which would include computerized equipment.

5. Develop, administer, and monitor section budget; may monitor and administer division budget once adopted. Maintain a variety of departmental accounting records and logs; perform various predetermined calculations; reconcile accounts with Management and Finance printouts; code invoices for payment.

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

7. Independently research, compile and summarize information for a variety of reports or to address, resolve issues or problems; prepare information for inclusion into reports; provide project and program management as assigned, which includes coordination with other agencies.

8. Interpret to public and other departments or divisions information requiring a thorough knowledge of departmental policies and procedures and statutory authority in order to provide assistance, exchange information, and solve problems.

9. May represent manager or department or division at meetings; provide assistance role to boards and committees related to department, including foundation support relating to donated funds.

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

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of: Thorough knowledge of methods of modern office management and general office practices and procedures; considerable knowledge of recordkeeping and reporting; considerable knowledge of bookkeeping and accounting 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 developing office systems, policies, and procedures; establish and maintain records, reports and statistical data; plan, organize, assign, coordinate, and review work of staff in multiple locations and/or performing multiple functions or classifications; 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, committees, vendors and the public.

Education, experience and training: Six years progressively responsible clerical experience, two of which involve office management and supervisory responsibility OR a satisfactory equivalent combination of education, experience and/or training.

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 county 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.