Office Manager Exempt

Administrative Coordinator

Essential Functions:

• Coordinates and manages daily administrative functions including office services, customer service, and basic accounting tasks to ensure the office runs smoothly.
• Supervises four (4) administrative staff
• Assigns and prioritizes workload, monitors deadlines, and ensures accuracy and compliance with organizational policies and procedures.
• Provides day-to-day leadership, guidance, and performance oversight to ensure efficient office operations and high-quality administrative support. Conducts regular check-ins, performance evaluations, and coaching to support staff development and accountability.
• Offers training and assistance to co-workers and new staff to maintain department standards.
• Assists with the preparation of the annual department budget and any applicable grant program budgets.
• Serves as the Human Resources liaison for the department and provides guidance to leadership and staff regarding FMLA, ADA, FLSA and employee relations matters.
• Oversees accounts payable and receivable, preparation of invoices, receipt of payments, and preparation of bank deposits.
• Responsible for the secure handling, maintenance, and confidentiality of all office documents and records, including, but not limited to, Human Resources files, employee timekeeping records, financial documents, contracts, correspondence, and other sensitive administrative materials.
• Operates Workday, the County's cloud-based software platform used to manage HR, finance and payroll.
• Reconciles department accounts and provides information needed for financial and budget reports.
• Procures office equipment and supplies, resolves billing discrepancies with vendors, and tracks inventory of department property.
• Monitors service programs, collects data, and prepares documents such as warrants, reports, and notarized files.
• Processes standard work requests for employees and management.
• Organizes tasks and conducts routine research or data collection for department studies.
• Assists in the security of funds by recording financial transactions and issuing refunds as necessary.
• Evaluates office procedures and suggests changes to improve overall effectiveness.
• Provides administrative support to senior staff, including scheduling meetings, preparing correspondence, and making travel arrangements.
• Ensures the office facility is properly maintained by issuing work orders and following up on repairs or cleaning needs.
• Coordinates department activities with other agencies and professionals, including the Clerk of Court regarding court schedules.
• Serves as a point of contact for the public by answering phones, forwarding calls, and greeting visitors.
• May serve as the safety coordinator for the assigned administrative area.
• Handles yearly office inventory and the transfer of surplus property.
• Assists in maintaining up-to-date and confidential personnel records, including recruiting, discipline, leave administration, and workers' compensation claims.
• Assists with payroll-related tasks and may arrange for temporary staffing when needed.
• Performs general clerical work including typing, copying, filing, and processing daily mail.
• Responds to employee and public inquiries or concerns in a professional manner.
• Attends required staff and department meetings.
• Performs other duties as assigned.

Minimum Education and Training:

• Bachelor's degree with emphasis in office management, secretarial science, business, or a closely related field preferred.
• Two (2) years of related work experience and two (2) years of supervisory experience.

-or-

• Any combination of education and experience that meets the requirements for performing the essential functions of this job.

Licenses/Certifications/Other:

• Must possess a valid state driver's license.
• Must possess or be able to obtain Notary Public certification; may be required to obtain additional certifications as deemed necessary by supervisor.

Minimum Qualifications and Standards Required:

Knowledge, Skills, and Abilities:

• Data Involvement: Requires coordinating or determining time, place, or sequence of operations or activities based on analysis of data or information; may implement and report on operations and activities.
• People Involvement: Requires supervising or leading others by determining work procedures, assigning duties, maintaining harmonious relations, and promoting efficiency.
• Involvement with Things: Requires handling or using machines, tools, or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones, or similar equipment; may service office machines, including adding paper and changing toner.
• Reasoning Requirements: Requires performing supervisory work involving policy and guidelines, solving both people- and work-related problems.
• Mathematical Requirements: Requires performing addition and subtraction, multiplication and division and/or calculating ratios, rates, and percentages.
• Language Requirements: Requires reading journals, manuals, and professional publications; speaking informally to groups of co-workers, staff in other organizational agencies, the general public, and people in other organizations; presenting training; and composing original reports, training and other written materials using proper language, punctuation, grammar, and style.
• Mental Requirements: Requires doing clerical, manual or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.
• Computer Requirements: Must be familiar with Microsoft Office applications – including Word, Excel, and PowerPoint; be able to create workbooks and spreadsheets when needed in Excel; and compose letters and other documents using proper grammar in Word.
• Judgments and Decisions: Decision-making is a significant part of the job, affecting a large segment of the organization and the general public; works in a dynamic environment; responsible to assist in developing policy and practices.

Physical Requirements:

The work is sedentary work which requires the person in this position to occasionally exert up to 10 pounds of force to grasp, lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

• Balancing: Maintaining body equilibrium to prevent falling while walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
• Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized.
• Crouching: Bending the body downward and forward by bending leg and spine.
• Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Kneeling: Bending legs at knee to come to a rest on knee or knees.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Standing: Particularly for sustained periods of time.
• Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.