Office Manager - Police Job Orange Beach area,Alabama USA,Administrative/Clerical

The budgeted entry pay rate for this position is $57,554.00 - $63,309.40 annually.

JOB SUMMARY

The Office Manager performs a wide variety of administrative, clerical, and financial duties essential to the daily operations of the department and divisions. This position is responsible for maintaining efficient office operations, processing departmental financial transactions, coordinating the departmental calendar, and ensuring smooth communication.

The Office Manager provides high-level administrative support, manages purchasing and budget records, and serves as the first point of contact for the department. This includes answering and routing calls, greeting visitors, and directing inquiries or issues to the appropriate personnel. Additional responsibilities may include overseeing departmental social media pages, assisting with events, and ensuring compliance with City procedures related to purchasing, payroll, and records management.

This role requires exceptional attention to detail, professionalism, and the ability to work closely and collaboratively with the Director, division supervisors, City staff, and the public.

SUPERVISORY RESPONSIBILITIES

This position may supervise administrative staff within the department, if applicable.

ESSENTIAL FUNCTIONS / DUTIES AND RESPONSIBILITIES Administrative Management

Oversees daily office operations.

Manages office supplies and inventory.

Maintains (additions, corrections, updates) all records in the department’s computer system.

Serves as custodian of all department records and files. Establishes and maintains a uniform filing system within the department.

Handles correspondence (emails, calls, mail).

Schedules meetings and manages calendars.

Prepares reports, presentations, and documents. Submits to regulatory agencies, if applicable.

Assists with the maintenance of departmental personnel records.

Assists with Administrative Assistant duties as needed.

Financial and Budget

Manages office budget.

Tracks expenses and submits invoices for approval.

Responsible for purchasing and procurement of operational and office supplies.

Completes and logs all necessary requisitions which are then submitted to the purchasing for ordering and/or payment; records are then maintained on all requisitions.

Manages vendor contracts and service providers.

Responsible for all monies received through the department.

Balances and submits travel and training receipts.

Maintain/update personnel records to include evaluations and/or pay increases.

Maintains credit cards, release and accountability.

Facilities and Operations

Coordinates maintenance and repairs.

Ensures office equipment is functional.

Manages office space and seating arrangements.

Ensures health and safety compliance.

Communication and Coordination

Acts as a point of contact between departments.

Communicates policies and updates.

Coordinates events, meetings, and departmental functions.

Liaises with citizens, vendors, and external partners.

Greets and provides assistance to guests.

Technology and Systems

Manages office software and systems.

Coordinates assistance with technical issues.

Ensures data security and record-keeping compliance.

Departmental Responsibilities

Maintains all records and reporting pertaining to APOST certifications, training, hirings and separations.

Notarizes and mails AST 60 and DL request for pick up from State.

Maintains and updates the chain of command board.

Maintains resource management allocation and collateral duties of the department.

All positions at the City of Orange Beach have the job responsibilities below:

Handles sensitive information in a confidential manner.

Maintains a highly professional attitude and demeanor at all times.

Provides responsible, appropriate, and satisfactory leadership within the City.

Commu…