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Administrative Office Manager

2 months ago

Allentown, Pennsylvania, United States COUNTY OF LEHIGH PENNSYLVANIA Full time
Job Overview

GENERAL OVERVIEW:


This role encompasses supervisory clerical responsibilities, focusing on the planning, direction, and management of all support functions within an organizational unit. The position involves overseeing the work of a team of six to twelve clerical staff engaged in procedural and substantive clerical tasks. The incumbent will develop and implement operational systems, execute administrative duties, and contribute to the overall effectiveness of the organization. Additionally, this role may require the personal execution of various clerical tasks on an incidental basis. The position is distinguished by the responsibility for ensuring the efficient and orderly completion of all support operations and reports directly to a higher-level technical, professional, or administrative authority.


TYPICAL RESPONSIBILITIES:


1. Assess office support workload requirements; identify regular and peak workload demands, external requirements for control and accountability, and other factors influencing work completion.

2. Structure work processes and procedures, including workflow; design individual work assignments and provide necessary background information and suggestions regarding approach and priority.

3. Establish schedules and control systems, monitor progress, and make adjustments as necessary to ensure complete work accomplishment.

4. Conduct individual and team meetings to evaluate overall work progress, address specific issues, and discuss staff concerns.

5. Orient and train new personnel in procedural and administrative techniques; conduct performance evaluations and manage personnel actions such as leave requests and disciplinary measures.

6. Determine necessary equipment and supplies for optimal effectiveness; prepare arguments for the purchase or installation of systems and equipment.

7. Provide statistical, narrative, and evaluative information for management; assess office policies and operations for efficiency and recommend improvements.

8. Maintain communication with higher-level officials and representatives from other agencies; coordinate activities to enhance the effectiveness of work across multiple organizational units.

9. Assist with complex issues involving clients and stakeholders, ensuring effective resolution of problems such as incomplete information or missing records.


REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:


- In-depth knowledge of procedural and processing requirements governing workflow and documentation in administrative or governmental settings.

- Strong understanding of organizational relationships within governmental and judicial offices.

- Familiarity with supervisory methods and techniques for managing clerical staff.

- Proficient in gathering information and responding to diverse individuals both within and outside the organization.

- Ability to organize workload, prioritize tasks, and ensure the completion of clerical processing requirements.


QUALIFICATIONS:


- Education equivalent to the completion of the twelfth grade.

- Five to six years of clerical experience in an administrative or governmental environment, with at least two years at a full performance level.

- An equivalent combination of training and experience that provides the necessary knowledge, skills, and abilities may also be considered.