Office Manager

The City of Franklin is a progressive community and an excellent place to live and work. Our municipal government offers abundant opportunities to build a meaningful and successful career. Roles within the City are diverse, challenging, and rewarding, and they provide employees with a strong sense of civic pride through service to the public.

$69,468 - $75,598 Annually

The Office Manager manages and oversees the workload of administrative staff within Fire Administration with regard to processing, performance, and developmental practices in a compliant, efficient, and ethical manner to ensure business operations remain intact with minimum down time or interruption of departmental workflow.

• Oversees scheduling of meetings and provides meeting minutes and follow-up and/or talking point items to attendees.
• Investigates unusual complaints, inquiries, or circumstances to determine or recommend best possible action for resolution of issues.
• Establishes, organizes and maintains computerized filing systems; ensures filing systems are updated and maintained and records are effectively transferred, secured, and destroyed according to City and departmental policies and schedules.
• Assists with coordination of Fire Department onboarding by ensuring all employee profiles are added to existing databases and access is provided to software platforms in accordance with established policy and procedures.
• Designs, proposes and implements processing policies and procedures based on departmental needs.
• Provides documentation, reports and other requested information for benchmarking.
• Directs, coordinates, and participates in more complex personnel, financial or administrative tasks; compiles statistics, expenditures, and related data to assist in the preparation of the department annual budget and other projects.
• Supervises, directs and evaluates the work of clerical personnel, handling employee concerns and problems, directing work, counseling, disciplining and completing employee performance evaluations. Oversees management, updating, communications, and reporting of all departmental employees in Trakstar.
• Processes a variety of documentation associated with departmental operations per established procedures and within designated time frames; distributes documentation and maintains records as appropriate. 0
  
  Coordinates all annual departmental promotional testing for Engineers, Lieutenants and Captains.
• Manages all Human Resources job posting processing in Cadient.
• Designs, proposes, and implements processing policies and procedures based on departmental needs.
• Participates in interviewing and selecting clerical personnel.
• Recommends procedures to ensure efficient workflow and timely completion of work.
• Maintains appointment calendars for Fire Chief, Assistant Fire Chief, departmental vehicles. Assists in coordinating and processing documentation of all surplus inventory to the Purchasing Department to assist with Gov Deals sales and publishing.
• Organizes, designs and completes holiday gift and card ordering and purchasing for Fire Chief.

• Prepares, reviews, and maintains all confidential memos, correspondence and documentation regarding employee counseling and disciplinary hearings.
• Prepares and submits contract documentation through Civic Clerk for BOMA work sessions and meetings.
• Prepares, submits, distributes and monitors all legal contracts and research questions through HighQ.
• Receives various forms, reports, time sheets, minutes, invoices, applications, attendance records, performance evaluations, purchase orders, policies, bylaws, manuals, reference materials, or other documentation and reviews and completes, processes, forwards or retains as appropriate.

• Processes documentation relating to department payroll; reviews time sheets for accuracy and completeness; maintains records of employee vacation time, sick time, overtime and leave requests; makes appropriate calculations; forwards payroll documentation as appropriate.
• Completes purchases for departmental materials and services; pays, codes, reconciles and files all related invoices.
• Reviews delivery receipts and enters purchase documentation into current purchase card and electronic inventory systems.
• Maintains inventory of department supplies; initiates order for new or replacement materials.
• Manages all departmental City…