OFFICE MANAGER

This position provides responsible, confidential and complex administrative and secretarial support to a Senior Executive Manager (Assistant City Manager level or higher); coordinates and supervises all administrative support activities within the Operation Departments; and performs related work as assigned. The class is given a general outline of work to be performed and is free to develop work methods and sequences, with periodic review by supervisor.

The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: hearing, mental acuity, repetitive motion, speaking, and visual acuity.

Work environment involves exposure to no known environmental hazards; and is relatively safe, secure, and stable. 

• Serves as office manager for the Senior Executive Manager, ensuring effective and efficient office operations;
• Manages the work of department and division head level staff with respect to tracking work assigned and responses received through to completion;
• Performs routine to complex administrative and secretarial work for the Senior Executive Manager including but not limited to scheduling appointments and maintaining calendars, making travel arrangements, establishing and maintaining confidential and miscellaneous files, compiling data for reports, maintaining databases, etc.;
• Maintains budgets for the Senior Executive Manager;
• Maintains email flow of the Senior Executive Manager;
• Serves as liaison between the Senior Executive Manager and the respective department heads/management within his/her operations;
• Provides secretarial assistance to the Senior Executive Manager as required;
• May assist the Senior Executive Manager’s Department Heads, if any, as needed to complete work assignments;
• Prepares meeting / conference rooms for meetings and special events;
• Attends staff, committee and City meetings as required; prepares and distributes meeting minutes;
• Prepares, types, processes, proofreads, copies, files and/or distributes various documents, including requisitions, expense reports, and various other records, forms, reports, memos and correspondence; independently responds to correspondence of a routine nature;
• Performs various routine clerical duties as required, including but not limited to entering and retrieving computer data, copying documents, filing / retrieving files, sending and receiving faxes and e-mails, assembling and collating documents, ordering supplies and maintaining supply inventory, processing daily mail, etc.;
• Performs various routine bookkeeping duties, including processing department payroll, preparing financial reports, and preparing and processing purchase requisitions;
• Answers the telephone; provides information as requested; screens calls and/or forwards calls to appropriate staff person. Takes messages as needed. Greets and assists office visitors;
• Receives and responds to inquiries, requests for assistance and/or complaints from City employees, outside agencies, and the public;
• Coordinates activities with other City divisions, departments, outside agencies and the public;
• Completes special projects as assigned by the Senior Executive Manager;
• Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills; and
• Performs other related duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK: 

• Associate’s degree in business or a closely related field;
• Five (5) years of relevant prior experience;
• Valid South Carolina Class “D” Driver’s License.

• Knowledge of addition and subtraction, multiplication and division, and/or calculating ratios, rates and percentages;
• Knowledge of personal computer equipment with skill in doing data entry and in the use of Microsoft Office 2000 preferred, utilizing Outlook, word processing, and spreadsheet software programs;
• Ability to gather, organize, analyze, examine or evaluate data or information and may prescribe action based on such data or information;
• Ability to provide information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants;
• Ability to handle or use machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner;
• Ability to perform skilled work involving rules/systems with almost constant problem-solving;
• Ability to read routine sentences, instructions, regulations, procedures or work orders; writing routine sentences and completing routine job forms and incident reports; speaking routine sentences using proper grammar;
• Ability to perform specialized technical or entry-level professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; application of specialized technical or professional principles and practices or the use of a wide range of administrative methods in the solution of problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure; and
• Ability to guide others, requiring frequent decisions affecting co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine.

Salary : $61,767 - $78,753