Office Manager- Information Technology Department

The City of Port St. Lucie is an equal opportunity employer.

This position requires the applicant to successfully pass a drug screening. 

Please note that this is an external job posting intended for non-city employees. If you are a current city employee applying through this posting, your application will not be reviewed with other internal candidates. In order to be considered with internal candidates, please apply on the internal posting by clicking HERE.

Responsible administrative para-professional position working directly under the supervision of a department head or his designee, requiring decision-making and communications skills. Facilitates the development of public trust and confidence in the City’s IT Department.

This position requires scheduled/unscheduled overtime, including evenings, weekends, and holidays and/or immediate response to emergency conditions.

This position is considered an "Essential Position" for the purpose of Emergency Management.  Emergency duties will be assigned as needed.   This position requires 24 hours a day, 7 days per week availability during City of Port St Lucie emergencies, as determined by City Administrators, Emergency Manager or City Officials. 

The following duties are illustrative for this position.  The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.  

• Keeps the mission, vision and values of the City of Port St. Lucie at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintaining high levels of work and productivity by generating innovative solutions to work situations.
• Manages records of Department Head and/or designee in accordance with the records management procedures within the Department and within the requirements as set forth by State statute and the City Clerk’s Office.   
• Coordinates and updates data, tracking sheets, work indicators and binders from Managers and Project Managers.
• Takes notes and minutes of conferences, meetings and functions as required.
• Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported. Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the unit.
• Keeps appointment calendars and/or schedules appointments for the CIO, or his designee. Receives and screens calls and refers callers to other divisions and/or employees.
• Regular and punctual attendance.
• Responsible for the preparation, timely submission, and tracking of FMLA paperwork and documentation.
• Responsible for all duties related to payroll/timekeeping, including coordination, data entry, overtime/compensation & statistical reports.
• Responsible for overseeing the arrangement of travel plans and payment of travel expenses for the department staff.
•  Manage and Renew IT contracts, Enter Contracts into Munis.
•  Administer Certificates of Insurance for IT vendors, and update vendor records as
• necessary.
• Acts as liaison to the Risk Management Department for the processing of Employee Injury or Incident Reports for signature by Department Head.
• Opens, prioritizes, and processes mail and packages. Stamps incoming invoices, uploads
• into mantis.
• Processes and ensures timely payment of monthly IT invoices in accordance with financial procedures and departmental guidelines.
• Types using PC-based word processing software and processes letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders and related paperwork. Types information or enter data into computer containing technical terminology. Retrieves data for reports.
• Assists in the department’s employee on-boarding process, including employee services. 
• Assists in the preparation and maintenance of department records. Oversees office supplies and equipment.
• Monitors programs and systems.
• Performs office management functions and coordination.
• Other duties as may be assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION AND/OR EXPERIENCE

Graduation from an accredited college or university with an associate’s degree in IT, business, economics, marketing, or a related field required. Graduation from an accredited two-year college with major course work in IT, business, economics, marketing, or a related field required. A minimum of five (5) years of work experience in progressively responsible positions involving staff assistance and advanced support work required.

A comparable amount of training, education, or experience may be substituted for the minimum qualifications.

CERTIFICATES, LICENSES, REGISTRATIONS

• Criminal Justice Information Services (CJIS) Clearance required to be obtained within three (3) months from date of hire to allow unescorted access.
• Possession of valid driver’s license and maintenance of clean driving record required with the ability to obtain a valid Florida driver’s license within 30 days from date of hire.

KNOWLEDGE, SKILLS, & ABILITIES 

• Ability to analyze a variety of administrative problems and to make sound recommendations.
• Advanced Microsoft Office Skills to include Word, Excel, PowerPoint, and Outlook.
• Proficient in verbal and written communication of information and data that is highly technical in nature.
• Ability to organize data and present findings clearly
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to communicate effectively in writing and orally.
• Ability to focus on the positive in every situation.
• Ability to model respect for individuals, teams, and the organization.
• Ability to stay centered when challenged.
• Ability to work under pressure and meet deadlines.
• Ability to follow through with assigned tasks.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit, talk, hear and use hands to finger, handle, or feel. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Documentation Requirements

Please Read Carefully
  
Applicants, including City of Port St Lucie employees, must upload and submit attached copies of their education credentials with the employment application. Please be sure to attach all required documents to your employment application each time you apply. Uploaded documents remain in your online profile, but they will not attach automatically, and you will be deemed ineligible without the proper documentation.
  
ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT. 
  
  THE FOLLOWING DOCUMENT(S) ARE REQUIRED AT THE TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF:

1. Proof of education in the form of a diploma, degree, or transcripts. Foreign diplomas/degrees must be submitted with a credential evaluation report from an approved credential evaluation agency*. Translations of diplomas/degrees are not accepted. Audit/Academic reports are not accepted as substitutions for college transcripts.
2. Driver's License:  A Valid Driver's License from any state (Equivalent to a State of Florida Class E) may be utilized upon application; however, within thirty (30) days from the date of hire, a State of Florida Driver's License (Class E or higher) must be presented.

*Approved Credential Evaluation Agencies: 
  
  Credential evaluation reports showing the United States equivalency for academic credentials earned in other countries may be provided by:

• An accredited four-year college or university in the United States, OR
• A current member of the National Association of Credential Evaluation Services (NACES), OR
• A current member of the Association of International Credential Evaluators (AICE), OR
• A recognized Professional Organization

For an additional list of approved credential evaluation agencies, visit the Florida Department of Education
  
It is the applicant's responsibility to ensure that all required documents submitted with the employment application are in a format that is acceptable, clear, and legible for eligibility determination or risk being disqualified. 
  
  Applicants, including City of Port St Lucie employees, must completely detail their work experience on the employment application or risk being disqualified. Resumes will not be reviewed in place of the employment application.
  
  It is the applicant's responsibility to update their online profile with personal data, work experience, education, and certifications when submitting application(s); failure to do so may result in disqualification.

Salary : $59,155