Office Manager; CRSD

Office Manager

Under limited supervision from the Assistant Community Recreation Services Director, oversees and manages all office and administration functions for the department. Supervises and establishes work priorities for assigned clerical/administrative staff. Provides direct high level administrative support to the Director and other management staff at Director's request. This job class is treated as FLSA non-exempt.

The Office Manager job class is distinguished from the Executive Secretary by its higher level of responsibility, discretionary judgment, and decision making authority in managing and overseeing daily operations for an entire department. The Office Manager oversees work priorities, workflow, training, mentoring, and supervision of assigned clerical staff.

Essential functions may vary among positions and may include the following tasks, knowledge, skills, abilities and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.

1. Supervision:
Supervises, trains, and assigned clerical/administrative staff to perform all aspects of their job and take on increased clerical/administrative responsibilities.

• Communicates and confers with the Director and management staff to determine specific work priorities.
• Delegates work assignments, monitors workflow, and prioritizes work tasks.
• Trains and evaluates staff on all clerical/administrative functions.
• Mentors and trains assigned staff to perform independently and attain technical and customer service skills.
• Makes work station reassignments to ensure ample coverage for the front desk office and completion of priority projects during absences and vacations.
• Reviews and ensures work assignments meet prescribed quality standards.
• Verifies subordinates clock-in/out times to ensure work hours are accurately reflected in People Soft Time & Labor.
• Conducts regular weekly or bi-weekly staff meetings to keep staff informed.
• Counsels staff to improve work deficiencies and recognize outstanding performance.
• Prepares timely Employee Performance Appraisal Reports (EPAR) drafts for assigned staff that are reviewed and given final approval by the Director.

• Makes recommendations for disciplinary action as needed.

2. Special projects:
Manages and coordinates completion of special projects as required to maintain smooth operations within the department.

• Researches, compiles and analyzes data for special projects for the Director or management staff at the Director's request.
• Represents the department at various meetings and special events.
• Assists management staff with preparing for annual budget presentations and monitoring yearly budget expenditures.
• Oversees the People Soft financials requisition process for department resources.
• Primary custodian for department P-Card purchases and tracking of expenditures.
• Monitors and ensures that p-card receipts are reconciled by monthly due date
• Works alongside management & directors to plan special department events to ensure timely submission of works order, layouts, facility reservations, including the facilitation of planning meetings

3. Director & Management Support:
Acts as the Director's right hand and provides direct administrative support on confidential and high level matters.

• Provides direct administrative support to the Director and other management upon the Director's requests.
• Drafts letters and memoranda at the Director's request for review and transmittal.
• Assists with typing, organizing, formatting, proofing and disseminating high-level reports, presentations, and special studies for Council, Director's meetings, public hearings and other special meetings.
• Maintains files of…