Office Manager

Summary Statement

This is the first level of office management work, responsible for overseeing the daily operations and efficient functioning of an organization's office environment. Primary work includes planning, coordinating, and managing all aspects of the office encompassing administrative support, communications, support services, and other agency-specific functions. Employees perform the full range of Essential Functions under minimal supervision and lead office work and related support staff.


Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

• Plans, coordinates, and manages all aspects of regional, county, division, or department level office operations.

• Interprets, explains, and ensures compliance with state, federal, or other relevant laws, rules, regulations, standards, policies, and procedures.

• Manages administrative support, communications, and support services, including fleet management, forms/records management, facilities management, inventory, equipment maintenance and repair, mail distribution, and other agency-specific functions.

• Conducts research and analyzes data to make recommendations on personnel, staff coverage, workflow, cost reduction, recordkeeping, performance standards, equipment, and supply utilization, or other functions supported. May assist with onboarding and training of new employees.

• Ensures deadlines and performance measures are met, monitors workflow to adjust priorities, and recommends improvements.

• Oversees and manages record-keeping systems or logs to file, track, and retrieve documents.

• Maintains and participates in modernization of information systems or databases.

• Drafts, manages, and distributes communications and other materials for public and/or internal use.

• Manages office supplies and equipment. Troubleshoots less complex technology or equipment errors/issues and contacts appropriate vendor or information technology personnel to resolve as needed.

• Supports contracting and procurement processes, and monitors adherence to budgets, applicable agreements, grants, or contracts; notifies supervisor of issues. May assist with budget preparation and monitoring.

• Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.

• Performs other related duties as required.

Job Requirements

JOB REQUIREMENTS for Office Manager


Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

1. Six months' experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
2. Two years' experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
3. Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
4. Two years' experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
5. One year of experience in providing guidance and consultation to management, customers, and others on administrative matters.

Conditions of Hire


Applicants must be legally authorized to work in the United States. The State of Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hires Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our job seeker resources.

A satisfactory fingerprint-based background check administered by the Delaware State Police is required as a Condition of Hire.


All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.


Benefits

To learn more about the comprehensive benefit package please visit our website at

Selection Process

The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.

Once you have submitted your application on-line, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the "My Applications" tab at StateJobs.Delaware.gov.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.


Individuals who use TDD may request auxiliary aid or service by calling View phone number on click.appcast.io or by visiting delawarerelay.com.


If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call View phone number on click.appcast.io or email View email address on click.appcast.io.


The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.