JOB SUMMARY

The Office Manager 1 will ensure the smooth and efficient operation of the office. They will oversee administrative tasks, manage office supplies, coordinate meetings and events, and provide general support to employees and visitors. This role requires strong organizational skills, attention to detail, and ability to multitask and contribute to a productive and well-functioning work environment.

MAJOR DUTIES & RESPONSIBILITIES

List most important duties first
1. Greet and assist visitors, answering inquiries, and directing them to the appropriate personnel or department.
2. Manage incoming and outgoing correspondence, including mail, emails, and phone calls, ensuring timely responses and appropriate distribution.
3. Maintain office supplies inventory, anticipate needs, and place orders to ensure availability of necessary items.
4. Coordinate meetings and appointments, including scheduling, preparing agendas, arranging facilities, and distributing relevant materials.
5 Assist in the preparation of reports, presentations, and other documentation, ensuring accuracy and adherence to formatting guidelines.
6. Maintain and update employee records, including contact information, leave requests, and performance evaluations, ensuring confidentiality and accuracy.
7. Oversee the maintenance of office equipment, including computers, printers, and telecommunication systems, coordinating repairs or replacements as needed.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

8. Assist in budget monitoring and expense tracking, providing support in maintaining financial records and processing invoices.
9. Coordinate travel arrangements and accommodations for employees, ensuring efficient and cost-effective arrangements.
10 Support HR-related tasks, such as onboarding new employees, coordinating training sessions, and assisting with employee benefits administration.
11. Assist in organizing office events, such as team-building activities, celebrations, or conferences, including venue selection, catering, and logistics coordination.
12. Foster a positive and inclusive office culture, promoting teamwork, collaboration, and effective communication among employees.
13. Performs other job-related duties as assigned.

EDUCATION

• High school diploma or equivalent qualification

WORK EXPERIENCE

1-3 years proven experience in an administrative role, preferably in an office setting.

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Proven experience in an administrative or office support role, with strong organizational and multitasking abilities.

Proficiency in using office software, including word processing, spreadsheet, and presentation tools.

Excellent verbal and written communication skills, with a customer-service-oriented approach.

Strong attention to detail and accuracy in completing tasks.

Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Professional demeanor and ability to maintain confidentiality.

Strong interpersonal skills, with the ability to interact effectively with employees, visitors, and external stakeholders.

Knowledge of office management principles and procedures.

Familiarity with basic HR processes and procedures is desirable.

Ability to adapt to changing priorities and handle unexpected situations.

Positive attitude and willingness to contribute to a positive work environment.

LEADERSHIP RESPONSIBILITIES

No supervisory or direct people management responsibilities. May provide occasional work guidance, technical advice and training to staff.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work and tasks are often straightforward, routine, structured and guided by established policies and procedures. Little, if any, independent judgment is required, outside of making basic choices in the selection and application of established methods. The job receives frequent, ongoing supervision.

BUDGET AUTHORITY

No budget development activity is required.

PROBLEM SOLVING

Decisions are made on routine matters affecting few individuals and usually within the confines of the job's own department. Specific job activities and results are typically reviewed closely. There are limited requirements for developing new ideas or changes in methods, procedures, or services.

IMPACT OF DECISIONS

Follows rules and procedures. Decisions can have minimal or no impact to HISD. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction.

COMMUNICATION/INTERACTIONS

Basic communication - very little communication required such as receiving basic instructions. Interactions are mostly with customers, own supervisor, and co-workers in own department.

CUSTOMER RELATIONSHIPS

Follows through with customer inquiries, requests, and complaints. Forwards difficult and non-routine inquiries or requests to appropriate level for resolution.

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.

Ability to carry and/or lift less than 15 pounds.