Office Manager (This job is in Driggs Idaho)

· Primary focus is Managing the office of the Road and Bridge Division
· Assists the County Engineer/Public Works Director with other departments as needed;
· Provides clerical and administrative support for Road and Bridge division including scheduling, preparation of correspondence, establishing and maintaining computerized and hard copy files;
· Provides reception and customer service duties;
· Reviews and files staff time cards; processes payroll and related reports;
· Maintains budget records and reports; assists with budget preparation;
· Prepares monthly financial reports; prepares bills for payment; maintains monthly budget records and reconciles records with printouts received from the Treasurer’s Office; processes purchase orders;

• Issues road construction and rights-of-ways permits; enters data into permit system;
• Performs accounts payable and accounts receivable functions for the department;
• Maintains Fuel Farm for all participating county departments;
• Purchases and maintains office supply/software function/updates necessary for the operation of the Road and Bridge division;
• Assists with monitoring, tracking of division equipment, road/sign databases, and road use databases; assists with traffic counts;
• Performs time management and scheduling functions, meets deadlines, and sets project priorities;
• Operates standard office equipment and personal computer using program applications appropriate to duties;
• Assists with bid solicitation and contract awards;
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of departmental operations and activities;
• Responds to citizens’ questions and comments in a courteous and timely manner;
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Performs all work duties and activities in accordance with County policies, procedures, and safety practices;
• Delivers parts or other materials to Equipment Operators and Shop Foreman as needed;
• Assists with claims tracking, response, and resolution;

• Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

Requirements

Knowledge of:

· Basic knowledge of road construction and maintenance procedures;

· Regulations and requirements pertaining to County Right-of-Way work permitting;

· Principles and procedures of financial record keeping, reporting, and budgeting;

· Basic accounts payable and accounts receivable methods;

· General procedures relating to the gathering and analysis of data and the preparation of reports;

· Modern office practices, procedures and equipment;

· Operation of standard office equipment, including a personal computer and job-related software applications including Excel, Quickbooks, Traffic Database, Gasboy, and Iworq software;

· Customer service procedures and techniques.

Ability to:

· Clearly explain county road construction and maintenance procedures;

· Provide effective customer services, conflict resolution, and administrative support;

· Perform accounts payable and accounts receivable functions;

· Prepare and maintain accurate and complete records and files;

· Maintain strict confidentiality and impartiality;

· Conduct research independently on assigned projects;

· Communicate effectively, both orally and in writing;

· Work with diverse clientele, including the ability to diffuse tense situations;

· Deal with all parties in all situations in a forthright, diplomatic and confidential manner;

· Maintain effective working relationships with other County employees, supervisory personnel, state and local elected officials and the public;

· Prepare accurate and reliable information and documents;

· Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;

· Develop creative and effective resolutions to simple and complex problems;

· Work independently and handle a variety of public interactions or situations with tact and diplomacy;

· Respond courteously to customer inquiries, which are sometimes controversial or adversarial;

· Maintain a professional demeanor during stressful situations;

· Operate standard office equipment and a personal computer including program applications appropriate to assigned duties;

· Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;

· Perform all work duties and activities in accordance with County policies, procedures and safety practices.

Acceptable Experience and Training

· High school diploma or GED, with additional coursework in administrative functions preferred; and

· Three (3) years administrative experience; or

· Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the duties of this job.

Working Conditions and Physical Efforts

● Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to understand verbal instructions and to communicate effectively on the telephone and in person;

● Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare and review documents and process them in a prescribed order, organize and maintain accurate files;

● Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment;

● Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to lift or move objects that weigh up to 30 lbs.; and to work in an office environment.

● Jobs in this class require performing repetitive hand movement in gripping, fingering, and hand/wrist/arm movements. Related job tasks may require walking, standing, climbing stairs, sitting, lifting, stooping, squatting, kneeling, bending, crouching, pushing, grasping, and reaching;

● The physical effort characteristics and working environment 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.

● functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.