General Services Office Manager

Description

Serve your community in a leadership role at the heart of Oregon's Willamette Valley. We are seeking an efficient, organized, and community-minded Office Manager to oversee our administrative operations in the Albany area. This public service role offers a stable, collaborative environment dedicated to transparency, civic responsibility, and organizational excellence. Our office provides a rewarding career path where your management skills directly support local infrastructure, public services, and the well-being of our residents.

Linn County General Services is seeking an experienced and highly organized Administrative Assistant/Office Manager 3 to provide comprehensive administrative and operational support for the General Services Department.

This is a professional-level management position responsible for coordinating the day-to-day administrative operations of a busy County department. The position works closely with the Department Director and serves as a key resource for budget and financial administration, human resources, personnel coordination, contracts, purchasing, and departmental procedures.

The successful candidate will be comfortable managing multiple priorities, working independently, exercising sound judgment, handling confidential information, and coordinating with County departments, employees, vendors, contractors, public agencies, and members of the public.

This position is an important part of the General Services management team and requires the ability to understand complex administrative processes, identify problems, develop solutions, and ensure that departmental operations are carried out efficiently and in accordance with County policies and applicable laws.

• Thorough knowledge of professional office management practices and procedures.
• Working knowledge of local government budget and accounting practices and procedures.
• Working knowledge of human resources practices and personnel administration.
• Strong organizational and time-management skills. Ability to manage multiple projects, priorities, and deadlines.
• Ability to independently perform complex assignments with limited supervision.
• Ability to analyze information, identify problems, and develop practical solutions.
• Ability to prepare accurate, clear, and concise correspondence, reports, spreadsheets, and other documents.
• Ability to maintain accurate financial, personnel, contract, and administrative records.
• Ability to supervise, coordinate, and evaluate the work of assigned staff.
• Strong written and verbal communication skills. Professional judgment and discretion when handling confidential information.
• Ability to establish and maintain effective working relationships with employees, management, elected officials, contractors, public agencies, and the public.

• Manage and coordinate the daily administrative operations of the General Services office.
• Plan, assign, coordinate, and review the work of assigned staff and coordinate workflow.
• Provide administrative support to the Department Director and management team.
• Develop, update, and maintain departmental forms, procedures, records, and administrative systems.
• Prepare, edit, and distribute correspondence, reports, memoranda, presentations, and other documents.
• Serve as a resource to employees and the public regarding departmental policies, procedures, and processes.

• Assist the Department Director with preparation of the annual operating budget.
• Monitor departmental expenditures and maintain appropriate expenditure controls.
• Prepare and process invoices, vouchers, purchase orders, and other financial documents.
• Review financial reports generated by the County Accounting Office and identify and submit corrections as needed.
• Assist with purchasing accounts payable, accounts receivable, and other fiscal activities.
• Coordinate human resources activities for the department in accordance with County policies and applicable employment requirements.
• Assist with recruitment, interviewing, selection, onboarding, and orientation of employees.
• Maintain personnel records, attendance records, and related documentation.
• Prepare personnel action forms and other required employment documents.
• Coordinate employee leave, workers' compensation, injury/accident reporting, and other personnel processes as assigned.
• Assist supervisors and management with employee performance, workplace concerns, policies, and procedures.
• Assist with development, administration, and monitoring of departmental contracts and agreements. Monitor contractor and subcontractor compliance with contract requirements.
• Assemble data and prepare reports, recommendations, and other information for management.

• Manage and maintain assigned departmental technical and administrative systems.
• Maintain accurate electronic records and databases. Use Microsoft Office and other County software systems to prepare documents,…