Office Manager - Parks & Recreation

Description

Provides advanced administrative and operational support to the department, including oversight of administrative functions, coordination of business processes, supervision of assigned staff, and support of budget, purchasing, and personnel activities. Exercises independent judgment in managing office operations and improving service delivery.

Higher-level administrative, supervisory, and operational responsibilities constitute the primary duties of this position.

Examples of Duties

This list may not include all tasks and/or knowledge which may be expected of the employee, nor does it cover all specific duties which may be required. Other duties may be assigned.

Administrative Support

• Screens incoming calls; provides information on routine inquiries; takes necessary information and complex messages and refers to the appropriate person and/or department; prepares work orders and provides follow-up instructions.
• Responds to and resolves difficult and sensitive citizen inquiries and complaints.
• Assists and makes recommendations for the preparation and implementation of the department’s budget consistent with standard operating procedures and department priorities.
• Schedules appointments, arranges, and confirms meeting and travel arrangements for department personnel.
• Reviews and responds to questions, comments, complaints and requests for service by the general public and recommends, establishes, and implements revisions to departmental rules, regulations, policies, and procedures as appropriate.
• Maintains internal personnel records.
• Assembles administrative reports using manually or computer-generated records; prepares associated typed material for transmitting to the appropriate internal or external office, agency, or other governmental entity; prepares meeting notices and agendas, staffs meetings and prepares minutes.
• Acts as departmental purchasing agent; maintains lists of vendors; assists in development of bid specifications and/or secures quotes; prepares purchase orders, verifies receipt of materials; forwards approved bills for payment; maintains office supply inventory.
• Maintains all office files in a variety of alpha or numeric systems in a manner to assure easy retrieval; determines that files are complete and secures missing materials when necessary; manages departmental record retention policy.
• Maintains departmental petty cash fund; receipts money, balances cash drawer, and prepares daily deposits.
• Types office correspondence either from dictating equipment, designed form, or original creation; designs and implements procedures for office procedures and general use forms; provides other printed information upon request.
  
  

Staff Supervision

• Plan, direct, coordinate, supervise, and review the work of administrative personnel; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.
• Select, train, motivate and evaluate personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.
• Participate and make recommendations in personnel matters including, but not limited to, interviewing and selecting employees, appraising productivity and efficiency of employees, reviewing and preparing performance evaluations, and handling employee complaints.
  
  

Operations and Process Improvement

• Ensures payroll for the department is processed accurately and in accordance with established policies and all applicable regulations
• Monitors department and/or program expenditures; maintains detailed listings of all expenditures for use in budget development; provides all clerical support for budget preparation.
• Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels.
• Analyzes and assists in designing departmental work processes and operations to continuously address effective and efficient service delivery.
• Manages and participates in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures.
• Conducts a variety of organizational and operational studies and investigations; recommend modifications to programs, policies and procedures as appropriate.
  
  

Typical Qualifications

General Skill Levels:

Knowledge Of

• Modern office practices, procedures and equipment.
• Business English, spelling, punctuation and arithmetic.
• Office management practices and procedures.
• Principles and practices of program development and administration.
• Principles of management, supervision, training, performance evaluation, coaching and mentoring.
• Methods and practices of providing high levels of customer service.
• Report preparation methods and techniques.
• City ordinances, budget and purchasing procedures and the ability to apply same.
  
  

Skills in:

• Utilizing continuous improvement process to improve departmental services, products, and processes.
• Communicating clearly and effectively, both orally and in writing with a wide range of individuals including personnel, management, vendors, and the general public.
• Supervising, directing, coaching, mentoring and training direct reports.
• Resolving operational situations and problems.
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with minimum direction.
• Preparing clear and concise reports, correspondence and other written materials.
  
  

Ability to:

• Make administrative decisions based upon established precedent.
• Analyze and understand complex information, and to compile, organize and prepare regular and special reports.
• Maintain effective working relationships with other employees, city and community officials and the general public, deal with public relations problems courteously and tactfully.
• Complete assignments using independent judgment and the ability to rearrange, expand, segregate or tabulate printed materials.
• Handle confidential materials in accordance with legal requirements, administrative direction, and general City policy.
• Maintain administrative, fiscal, and general records and to prepare reports and answer questions from records.
• Compose correspondence on routine matters and perform complex office management details without assistance.
• Use modern office equipment, including computers, printers and transcription equipment.
  
  

Education/Experience

• Associate degree (or higher) in business administration, public administration, or a related field, or any equivalent combination of education and experience that provides the required knowledge skills and abilities.
  
  

Certificates And Licenses

• None
  
  

Physical Requirements/Working Conditions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is primarily performed in an office environment. Work requires traveling to other office locations and other agency facilities in town or around the state for meetings and to City of Bloomington work sites and facilities. There are no extraordinary physical demands on this position.