Office Manager - County Clerk - J01220 - 11600

Base Pay: $26.17 Hourly .

SUMMARY:

Under the direction of the County Clerk and the Chief Deputy, the Office Manager serves as a key administrative and operational position within the County Clerk’s Office, responsible for coordinating day‑to‑day office functions, supporting the County Clerk and supervisors, and ensuring that departmental procedures, financial controls, personnel matters, and public services are handled efficiently and consistently. The Office Manager should function as the administrative and operational coordinator for the County Clerk’s Office, helping ensure that the office operates efficiently, employees have the resources and direction needed to perform their duties, financial transactions are properly controlled, and issues are identified and addressed before they become larger problems.

The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the Department Head.

• Oversee the daily administrative operations and workflow of the office by coordinating assignments, monitoring workloads, and ensuring deadlines are met.
• Develop, implement, and maintain office procedures and internal controls to promote efficient and consistent operations.
• Identify operational issues, evaluate processes, and recommend improvements to enhance productivity, accountability, and overall office effectiveness.
• Assist in preparation of annual departmental budget, as well as monitoring expenditures and preparing budget amendments.
• Monitor departmental expenditures, invoices, purchase orders, and budget activity to ensure compliance with established policies and procedures.
• Assist with budget preparation, monitoring, and reconciliation, and review deposits, payments, receipts, and other financial transactions for accuracy and completeness.
• Coordinate with the Auditor, Treasurer, Budget, Purchasing, and other County departments on financial matters, and ensure appropriate cost centers, account codes, and funding sources are used.
• Establishes and maintains administrative files (personnel, purchasing, etc.), as well as both manual and/or computerized files of a confidential nature.
• Assist with employee timekeeping, payroll verification, and leave records.
• Review employee hours and identify and resolve discrepancies prior to payroll processing.
• Support supervisors with employee onboarding, training, performance matters, and staffing needs, while helping ensure compliance with County policies, procedures, and applicable requirements.
• Assist in preparing Commissioners Court agenda items, supporting documentation, motions, and related follow-up actions.
• Track and monitor items requiring action following Commissioners Court approval to ensure timely completion and proper documentation.
• Coordinate with County officials, department heads, vendors, and outside agencies to facilitate communication, resolve issues, and support the effective implementation of approved actions.
• Ensure required records and documentation are maintained accurately, completely, and in accordance with applicable requirements.
• Monitor compliance with County policies, state requirements, and departmental procedures.
• Review transactions and processes for accuracy, proper authorization, and adequate supporting documentation.
• Assist with audits, reconciliations, and responses to audit findings, financial inquiries, and requests for supporting information.
• Coordinate with IT and system support personnel regarding technical issues affecting County Clerk operations.
• Monitor the use and functionality of Odyssey and other departmental applications to ensure they support daily operations effectively.
• Assist with troubleshooting, system changes, testing, updates, and the implementation of new systems, processes, and procedures.
• Provide administrative support for election-related activities as assigned, including election expenditures, reimbursements, staffing, training, and required documentation.
• Coordinate with Election Manager to ensure required actions, deadlines, and follow-up activities are completed accurately and timely.
• Serve as a primary point of contact for…