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Office Operations Manager

2 months ago

Burlington, Kentucky, United States Boone County Kentucky Full time

Job Overview

This position entails significant administrative and supervisory responsibilities within the Public Works Department, focusing on the coordination, planning, and management of office operations. Key duties include maintaining financial documentation, overseeing procurement activities, managing asset-related work orders, and addressing citizen inquiries and complaints.

Core Responsibilities

  • Assist the County Engineer and Director of Public Works in budget formulation, oversight, and related financial matters.
  • Coordinate clerical functions within the department, ensuring effective file management and organization for both physical and digital records.
  • Support the work order management system, including cloud-based asset management tools.
  • Oversee the County's fleet fuel management and procurement initiatives.
  • Prepare and analyze monthly, annual, and specialized operational reports as required.
  • Handle inquiries directed to the County Engineer and Director of Public Works during their absence, including responding to calls and scheduling appointments.
  • Lead and facilitate staff meetings, preparing agendas and taking meeting notes.
  • Plan, coordinate, and implement administrative policies and procedures.
  • Identify and recommend improvements to departmental processes.
  • Assist with accounting functions, including purchase requisition entry, purchase order management, invoice processing, and reconciliation across all Public Works divisions.
  • Support payroll functions, including assisting staff with time recording, resolving common payroll issues, and preparing bi-weekly payroll summaries for Human Resources.
  • Facilitate inter-agency communication and manage external correspondence.
  • Coordinate events for departmental activities, including training sessions, team meetings, and employee recognition events.

Additional Responsibilities

  • Assist with administrative operations related to snow removal.
  • Support the onboarding process for new hires within the Public Works Department.
  • Perform other assigned duties as necessary.

Supervisory Duties

  • Oversee the Administrative Services Division, including:
  • Assisting with recruitment, training, and development of staff.
  • Evaluating administrative staff performance and providing coaching to ensure alignment with departmental objectives.
  • Delegating tasks to administrative personnel.
  • Addressing complaints and resolving issues.
  • Enforcing departmental policies and procedures.
  • Building strong relationships with cross-functional teams and departments.

Relationships

  • This role operates under the direct supervision of the Public Works Director.

Qualifications

  • Education and Experience:
    Graduation from an accredited college or university with a degree in business management, accounting, or a related field is preferred. Alternatively, a high school diploma or equivalent with extensive experience in office administration (minimum of five years) is acceptable.
  • Knowledge:
    Familiarity with Public Works operations and modern office procedures and equipment is essential.
  • Language Skills:
    Ability to read, analyze, and interpret policies, procedures, and regulations. Proficient in writing reports and business correspondence, as well as making effective presentations.
  • Mathematical Skills:
    Competence in basic arithmetic and the ability to interpret statistical data.

Reasoning Skills:
Ability to solve practical problems and make decisions that align with the objectives of the Public Works Department.

Certificates and Licenses:
Possession of a valid driver's license is required.

Other Skills:
Advanced computer proficiency, particularly with Microsoft Office products, is necessary. Strong organizational skills and the ability to work independently are essential.

Physical Demands:
Regularly required to sit, talk, and hear. Occasionally required to stand, walk, and lift up to 25 pounds.

Work Environment:
The work environment is typically moderate in noise level and may require reasonable accommodations for individuals with disabilities.

Comments:
Candidates must demonstrate positive communication skills, objectivity, and a commitment to the goals of Boone County.

Salary:
$33