Office Manager

Office Manager

The Office Manager is responsible for the day-to-day administrative operations of FIVCO Area Development District and helps ensure an organized, efficient, professional, and welcoming office environment. This is a hands-on position responsible for both performing administrative and clerical duties and coordinating the systems, processes, records, facilities, resources, and other functions necessary for effective office operations. The Office Manager serves as the central point of coordination for agency-wide administrative functions and as Executive Assistant to the Executive Director, providing direct and confidential administrative support.

The position works closely with agency leadership and staff, Board members, elected officials, community partners, vendors, and members of the public. The Office Manager is expected to independently manage recurring administrative responsibilities, anticipate routine office needs, address administrative issues, and ensure appropriate follow-through. The position works across all agency divisions but does not supervise staff or exercise authority over Division Directors or program operations.

The Office Manager is responsible for:

• Performing and coordinating day-to-day administrative and front-office functions, including telephone coverage, assisting visitors, processing mail, faxes and deliveries, copying, filing, scheduling, and other routine office activities necessary to support effective agency operations.
• Serving as the primary administrative point of contact for routine office needs and providing professional assistance to employees, Board members, elected officials, community partners, vendors, and members of the public.
• Maintaining general awareness of community resources and agency services and providing information or making appropriate referrals to FIVCO programs, community organizations, or other resources as appropriate.
• Maintaining agency administrative records and filing systems, including appropriate records retention and destruction documentation, organizational directories and contact information, mailing lists, the Local Officials Guide, forms, templates, and other standardized administrative resources.
• Receiving, documenting, safeguarding, and appropriately routing incoming and outgoing cash and checks in accordance with established agency financial procedures and internal controls; maintaining required cash, check, mail, and other assigned administrative logs and supporting documentation.
• Assisting with maintaining and implementing administrative office policies, procedures, workflows, and processes and ensuring current administrative resources are readily available to staff.
• Managing office supplies, equipment, and agency inventory, including purchasing, organization, assignment, tracking, maintenance of inventory records, and coordination of replacement needs.
• Coordinating routine office purchasing and administrative procurement, including purchase requests, vendor information, quotes, supporting documentation, and equipment replacement needs in accordance with agency policies.
• Monitoring office supply and routine administrative expenditures within approved budgets and providing appropriate documentation to Finance.
• Maintaining custody of assigned agency credit cards and administering checkout and return in accordance with agency procedures.
• Coordinating routine building and facility operations, including maintenance, repairs, cleanliness, comfort, office access, security, utilities, and other needs to maintain a professional and presentable environment for employees and visitors.
• Administering building access, including maintaining an accurate inventory of agency keys, key fobs, parking passes and other access credentials; coordinating issuance, assignment, and return; maintaining related access records; and supporting visitor procedures.
• Coordinating and maintaining records of routine building inspections and the inspection, testing, maintenance, and replacement of smoke detectors, fire extinguishers, and other assigned office safety equipment in accordance with applicable requirements and service schedules.
• Coordinating the administrative oversight of agency vehicles, including maintenance schedules, service and repair needs, vehicle records, staff vehicle logs, insurance documentation, and other routine requirements.
• Serving as the primary internal administrative liaison with Managed IT and coordinating routine technology requests, equipment setup,…