Office Manager, Community Development

Provides direct support to designated senior-level management for their department and will coordinate and perform a diverse set of complex clerical and administrative support work and office management tasks to ensure the department and its functions operate smoothly and efficiently. Work occurs in a fast-paced environment and requires balancing multiple priorities and deadlines. This position serves as a member of the department’s leadership team.

JOB RESPONSIBILITIES

• Serves as clerk to the Planning Commission, including organizing meetings and preparing meeting minutes.
• Prepares legal notices and tracks and meets a variety of legally mandated timeframes for planning-related processes.
• Processes invoices, reconciles credit cards, reviews vendor statements, creates purchase orders, and works with updating Finance about new vendors working with the department.
• Assists in procurement and budgetary oversight activities including coordination of annual department budget preparation and ongoing department budget management and administration.
• Oversees and administers automated timekeeping access for personnel of the Department to include, but not limited to: reviewing employee payroll sheets; correcting missed punches; ensuring holiday and overtime pay is properly recorded; confirming appropriate entry of personal leave usage; and reviewing leave of absence paperwork prior to submission by required City deadlines.
• Receives the public in person and via phone and email; answers questions; responds to inquiries from employees, customers and others; refers inquiries to appropriate staff; and takes messages as required.
• Coordinates administrative personnel processes, including the documents and Personnel Action Forms needed for onboarding and offboarding or changes in status of department employees with Human Resources and IT departments.
• Performs research and records retrieval; assists in compilation and preparation of department records; and compares data and information as directed, including responding to assigned Open Records requests per the Open Records Act.
• Maintains department personnel records and forms.
• Oversees and administers automated timekeeping access for personnel of the Department to include, but not limited to: reviewing employee payroll sheets; correcting missed punches; ensuring holiday and overtime pay is properly recorded; confirming appropriate entry of personal leave usage; and reviewing leave of absence paperwork prior to submission by required City deadlines.
• Maintains paper and electronic filing systems (e.g. sorting, verifying, filing, and/or retrieving documentation)
• Prepares and maintains records, reports, manuals, booklets, requisitions, purchase orders, and related documentation; types and edits reports, correspondence, memoranda, and other materials from copy, rough draft, or general instructions; and reviews documents for completeness; and copies documents.
• Maintains appointment calendars and scheduling for the department leadership.
• Prepares records such as notices, minutes, and resolutions for assigned committees and meetings.
• Serves as a member of internal employee committees and attends meetings as assigned.
• Prepares and manages routine and confidential administrative correspondence, materials, forms, and other documents with a high degree of accuracy, confidentiality, and discretion and in a timely and orderly manner. Ensures accurate and up-to-date records for department reports, financial documents, and employee files.
• Oversees the acquisition, distribution, and storage of department supplies and shared support services such as mailing, printing, and copying; security; and cleaning and maintenance.
• Identifies opportunities for cost savings, better efficiency, or other improvements; recommends and implements policy or process changes as appropriate in collaboration with Department Director, Department Managers, City Management, and key staff for smooth operation of the department.
• Manages Workers' Compensation for all department staff and works with Human Resources to ensure processes and procedures are carried out and all documentation is collected and submitted.
• Manages assigned tasks to consistently meet deadlines, handle rush projects, handle multiple priorities, and effectively function under time constraints.
• Prepares presentations for the public as needed for Department Managers and Director. 
• Handles customer/citizen inquiries and complaints and works to resolve any issues that may arise.
• Collaborates with senior leadership to align the goals and objectives of the department with those of the organization as a whole.
• Assists with handling of fleet vehicle records, including maintenance records, emissions, purchase of equipment tags, etc.
• Serves as an essential staff person in the event of any emergency operation involving City emergency services response units which activates the Emergency Operations Center (EOC).
• Performs other related duties as assigned.