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Office Manager
4 months ago
Location : GA, GA
Job Type: Full-time
Job Number: 6206
Department: Public Works Administration
Opening Date: 06/03/2024
This position provides non-routine administrative and clerical support to the Department to ensure smooth operations and quality customer service.
Major Duties
*Receives and processes maintenance requests, forwards work assignments to supervisors and ensures work orders are returned upon project completion;
*Maintains accurate financial records for the department; assists in preparing annual budget by gathering information, researching past expenditures, making recommendations for future office needs and ensuring that budget submittal deadlines are met;
*Monitors purchasing of supplies for crews and construction activities;
*Processes invoices for approval for payment using requisitions or requests for vouchers; orders materials and supplies as needed; reviews payment documents alerting Director of inappropriate or excessive use of funds;
*Purchases materials and supplies as needed within department guidelines;
*Gathers, reviews, sorts and submits time sheets; handles confidential matters including processing of personnel forms and maintaining confidential files; maintains record of annual leave of department staff;
*Provides clerical and administrative support; maintains inventory of general office supplies; types reports and correspondence as needed; handles incoming and outgoing mail;
*Provides assistance to the Director in coordinating work assignments;
*Receives and responds to inquiries over the phone and in person;
*Performs other related duties as assigned.
Minimum Qualifications
Associate's degree in Business Management or related field; minimum of five (5) years progressively responsible experience in office environment; equivalent combination of education and experience.
Knowledge Required by the Position
*Knowledge of department and City policies and procedures;
*Knowledge of general office practices and procedures;
*Knowledge of basic accounting principles and budget preparation;
*Skill in the use of modern office equipment;
*Skill in computer applications for word processing, spreadsheet analysis and presentations;
*Skill in conflict management to deal with crew members, supervisors and potentially hostile customers;
*Skill in organizing and maintaining department files and records;
*Skill in organizing, prioritizing and scheduling assignments;
*Ability to establish and maintain effective working relationships with employees, elected officials, representatives from other agencies and the general public;
*Ability to give and follow written and verbal instructions and communicate effectively;
*Ability to maintain strict confidentiality.
Supervisory Controls: Work is assigned by Director in terms of department goals and objectives. Work is reviewed for nature and propriety of final results.
Guidelines: Guidelines include City and department policies and procedures. Guidelines may require interpretation and discretion in application.
Complexity: The work consists of a variety of administrative, clerical and accounting duties.
Scope and Effect: The purpose of this position is to support the administrative and operational flow of the department.
Personal Contacts: Contacts are typically with co-workers, maintenance crews, vendors and the general public.
Purpose of Contacts: Contacts are typically accessed to give and exchange information, resolve problems and provide services.
Physical Demands: The work is typically performed with the employee sitting at a desk. The employee uses tools or equipment requiring a moderate degree of dexterity.
Work Environment: The work is typically performed in an office.
Supervisory and Management Responsibility: None.
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