JOB
The Office Manager holds a key leadership role within the ITSD department, ensuring the seamless operational integrity and management of administrative functions. This pivotal position oversees the administrative assistant staff, providing guidance and direction to ensure the efficient operation of the department. Responsibilities include managing office supplies, handling correspondence, maintaining records, submitting requisitions, processing purchase orders, facilitating invoice payments, and supporting department initiatives. The Office Manager also plays a critical role in vendor communications, ensuring timely payments and fostering strong relationships. This role demands a high level of detail orientation, confidentiality, and managerial acumen to lead the team towards achieving operational excellence. The items below are intended to describe the general nature and level of work performed by an individual assigned to this position. These are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this position. The position description is subject to change by the City as the needs of the City and requirements of the position change.
EXAMPLE OF DUTIES
Oversee the administrative assistant team, providing leadership, training, and support to ensure high performance and departmental efficiency.Manage the inventory of office supplies, placing orders as necessary and ensuring the office is well-stocked and organized.Handle phone calls and correspondence (email, letters, packages, etc.) efficiently.Prepare and manage regularly scheduled reports, maintaining accurate and up-to-date records.Develop and maintain an effective filing system to support operational and administrative efficiency.Arrange travel bookings and reconcile expense reports as required.Serve as the primary point of contact for internal teams, vendors, and external partners, ensuring clear and effective communication.Oversee the submission of requisitions and the preparation of purchase orders for supplies and services, ensuring cost-effective procurement.Review, verify, and process invoices and check requests; prepare and ensure timely payments for approval.Spearhead special projects, facilitating cross-departmental collaboration and support as needed.Maintain an organized, clean office environment, promoting a productive and welcoming workspace.Perform related duties as assigned, adapting to the evolving needs of the department and the City.Available for recall 24/7 to address urgent departmental needs or emergencies.
SUPPLEMENTAL INFORMATION
Knowledge, Abilities, and SkillsProven experience in an administrative management role, with a strong background in office administration.Advanced knowledge of office management systems, procedures, and best practices.Proficiency in office equipment and technology, including printers, and conferencing tools.Expertise in MS Office applications (MS Excel and MS PowerPoint in particular).Experience with financial and administrative duties including requisition submission, purchase order processing, invoice payment, and vendor management.Exceptional time management, organizational, and prioritization skills.Excellent problem-solving abilities and attention to detail.Outstanding written and verbal communication skills, capable of engaging with internal and external stakeholders effectively.Strong leadership and team management skills, with the ability to inspire and coordinate a team. Minimum Education, Experience, and Certification: Bachelor’s degree in Human Resources or Business Administration.At least five years of experience in an administrative support role with management responsibilities.Valid Texas Driver's License.