Transportation Division Office Manager - Kanawha County

Nature of Work

The Transportation Division Office Manager oversees all daily operations of a defined division within the Department of Transportation. Includes payroll, personnel transactions, procurement, travel, and purchasing card coordinator responsibilities. Receives and prepares responses to employee inquiries and inquiries or complaints from the general public. Coordinates the work of various units within the divisions, assigns work to other administrative and clerical staff, reviewing work upon completion. Compiles data and composes various reports on division efficiency, expenditures, and various other reports as needed. Performs related duties as required.

Typical Duties and Responsibilities

• Receives and independently provides or prepares responses to inquiries, complaints, or requests from employees, personnel, or the general public.
• Ensures that the office is maintained by staff; requests replacement of office equipment, orders supplies, and monitors the use of service contracts.
• Coordinates the work of the units, passes on work assignments and evaluates work completed, writes reports on unit efficiency, expenditures, contractual agreements, or special studies as requested.
• Processes travel reimbursement, invoices, and other necessary purchases for divisions with state P-Card. Reconciles all purchases and enters inventory into REMIS.
• Prepares letters, reports, numerical reports, charts, forms, or memoranda.
• Processes and explains personnel related forms and benefits for division employees.
• Oversees all day to day operations, payroll, transactions, orders, and other human resource or personnel issues.
• The work product or service affects the design or operation of systems, programs, or equipment
• Personal contacts may include individuals or groups from outside the Division of Highways or Department of Transportation. Certain meetings or conversations may take place outside of the agency in a somewhat unstructured setting.
• Travel may be required; therefore, a valid driver’s license is required.

Skills and Knowledge

• A wide range of problems or situations may be presented in this level of knowledge. An understanding of an extensive set of rules, regulations, guidelines, and operations will be required to adequately perform job duties.
• Knowledge of modern office practices and procedures.
• Knowledge of basic bookkeeping.
• Knowledge of agency policy and procedures.
• Knowledge of computer systems and software.
• Knowledge of state purchasing requirements and procedures.
• Ability to communicate well with a wide variety of people, both orally and in writing.
• Ability to keep accurate ledgers according to reporting procedures of the agency.
• Ability to mediate disputes between the public and the agency.

Minimum Requirements

REQUIRED TRAINING/EDUCATION

• Bachelor’s degree from a regionally accredited college or university.
• Substitution: Full-time or equivalent part-time paid administrative or supervisory experience in human resources, payroll, procurement, purchasing, and/or bookkeeping may be substituted for the required training/education through an established formula.

• Four (4) years of full-time or equivalent part-time paid administrative or supervisory experience in human resources, payroll, procurement, purchasing, and/or bookkeeping.
• Substitution: Successful completion of graduate coursework from a regionally accredited college or university may be substituted for two (2) years of the required experience through an established formula.