Office Manager III

General Description

ONE CURRENT VACANCY

35 HOURS PER WEEK POSITION

This position is responsible for performing a variety of high-level administrative support work to executive level management within the Wastewater Department. Work involves providing varied secretarial and clerical duties involving complex assignments and situations dealing with the daily operations of the department; and providing advanced and specialized administrative support, coordination, and supervision for assigned activities and clerical operations. Reports to the Wastewater Director.

Duties of Responsibilities

ESSENTIAL JOB FUNCTIONS

Supervises and manages the operations of the office clerical employees which involves such duties as instructing, assigning and reviewing work, maintaining standards, acting on employee problems, selecting new employees, appraising employee performance, recommending promotions, discipline, termination, and salary increases.

Oversees FMLA and Workers Compensation for all Wastewater departmental staff.

Performs varied secretarial and clerical duties involving complex work assignments and situations dealing with the daily operation of the department.

Schedules appointments; inputs and maintains calendar and contacts.

Serves as backup support for all office staff in their absences.

Oversees the preparing of payroll for all departmental employees.

Assists with special projects.

Drafts miscellaneous correspondence and memorandums.

Exercises confidentiality and discretion in processing matters of a sensitive and confidential nature.

Assists with answering telephones in the office.

Receives and/or reviews various documents such as leave requests, correspondence, electronic mail, requisitions, Personnel Action Forms, contracts, incoming mail and faxes, and miscellaneous reports, etc.

Prepares and/or processes various records and reports such as correspondence, electronic mail, payroll, contracts, memorandums, faxes, and document images.

Refers to Civil Service Rules, Code of Ordinances, purchasing procedures, telephone list directory, contacts, organizational charts, Internet, calendar, City of Kenner handbook, policy and procedure manuals, computer manuals, laws / regulations, publications and reference texts, etc.

Operates a variety of office equipment and machinery such as copy machine, postage machine, scanner, typewriter, telephone, scanner, printer, computer, etc.

Uses a variety of tools such as calculator, stapler, laminating machine, date stamp, etc.; a variety of supplies such as file folders, binders, notebooks, general office supplies, etc.; and a variety of computer software such as Microsoft Word, Microsoft Excel, Microsoft Outlook, Internet Explorer, etc.

Interacts and communicates with various groups and individuals such as Chief Administrative Officer, Mayor, Deputy Chief Administrative Officer, Council, directors, Personnel Department, Civil Service Department; Finance Department, Mayor’s Office staff, and the general public.

Oversees the preparation of necessary documentation to request reimbursement from agencies.

Assists Director, Assistant Director, and Executive Coordinator with coordination efforts relating to projects being totally or partially financed with state, federal or other funding sources.

Interacts with representatives of other governmental entities in an effort to solve problems.

Develops long-range and short-term organizational goals and objectives.

Performs in a supervisory capacity during emergency situations as Essential Personnel.

Assists the Director and Assistant Director with establishing the departmental budget.

Reviews, screens, and responds to or forwards daily correspondence, reports, electronic communications, etc. relating to departmental functions.

Oversees preparation of legislation to be submitted to the Council.

Assists with the handling of complaint investigations and follow up response/reports.

Support program and project managers on presentation/event logistics.

Provide direction and support of each administrative sub-function within the department, such as, but not limited to, contracts, complaints, records management and disposal, payables, payroll, etc.

Evaluate job progress, work flow, and service as point of contact to resolve a variety of matters.

Develops and implements a work task system to improve the flow of information, and thus the efficiency of the office.

Determines need for departmental policy implementation and revision, and/or reviews and drafts new/revised departmental policies as directed.

Resolves administrative problems by analyzing information; identifying and communicating solutions.

Maintains rapport with customers, managers, and employees by arranging continuing contacts, researching and developing new services and methods, and setting priorities, and resolving problem situations.

Guides employee actions by researching, developing, writing, and updating administrative policies, procedures, methods, and guidelines; communicating developments to management.

ADDITIONAL JOB FUNCTIONS

Employee will be responsible for performing other job-related duties.

Essential duty status position, will be required to report to work during emergency situations, including, but not limited to, city-wide declared emergencies.

Minimum Qualifications

Requires a high school diploma and five to eight years of previous full time, paid work experience that includes office administration in a governmental environment; supervisory/management experience; a successful background in customer service; and significant knowledge of personal computer operations, including demonstrated competency with all aspects of Microsoft Office. Must possess a current, valid Louisiana driver’s license.

Test Required: ASSESSMENT OF TRAINING AND EXPERIENCE . . . . . . . . . . . Weighted 100%

Supplemental Information