Office Manager - County Clerk - J01220 - 11600

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SUMMARY: Under the direction of the County Clerk and the Chief Deputy, the Office Manager serves as a key administrative and operational position within the County Clerk’s Office, responsible for coordinating day-to-day office functions, supporting the County Clerk and supervisors, and ensuring that departmental procedures, financial controls, personnel matters, and public services are handled efficiently and consistently. The Office Manager should function as the administrative and operational coordinator for the County Clerk’s Office, helping ensure that the office operates efficiently, employees have the resources and direction needed to perform their duties, financial transactions are properly controlled, and issues are identified and addressed before they become larger problems.

The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the Department Head.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Oversee the daily administrative operations and workflow of the office by coordinating assignments, monitoring workloads, and ensuring deadlines are met. Develop, implement, and maintain office procedures and internal controls to promote efficient and consistent operations. Identify operational issues, evaluate processes, and recommend improvements to enhance productivity, accountability, and overall office effectiveness.

Assists in preparation of annual departmental budget, as well as monitoring expenditures and preparing budget amendments.

Monitor departmental expenditures, invoices, purchase orders, and budget activity to ensure compliance with established policies and procedures. Assist with budget preparation, monitoring, and reconciliation, and review deposits, payments, receipts, and other financial transactions for accuracy and completeness. Coordinate with the Auditor, Treasurer, Budget, Purchasing, and other County departments on financial matters, and ensure appropriate cost centers, account codes, and funding sources are used.

Establishes and maintains administrative files (personnel, purchasing, etc.), as well as both manual and/or computerized files of a confidential nature.

Assist with employee timekeeping, payroll verification, and leave records. Review employee hours and identify and resolve discrepancies prior to payroll processing. Support supervisors with employee onboarding, training, performance matters, and staffing needs, while helping ensure compliance with County policies, procedures, and applicable requirements.

Assist in preparing Commissioners Court agenda items, supporting documentation, motions, and related follow-up actions. Track and monitor items requiring action following Commissioners Court approval to ensure timely completion and proper documentation. Coordinate with County officials, department heads, vendors, and outside agencies to facilitate communication, resolve issues, and support the effective implementation of approved actions.

Ensure required records and documentation are maintained accurately, completely, and in accordance with applicable requirements. Monitor compliance with County policies, state requirements, and departmental procedures. Review transactions and processes for accuracy, proper authorization, and adequate supporting documentation. Assist with audits, reconciliations, and responses to audit findings, financial inquiries, and requests for supporting information.

Coordinate with IT and system support personnel regarding technical issues affecting County Clerk operations. Monitor the use and functionality of Odyssey and other departmental applications to ensure they support daily operations effectively. Assist with troubleshooting, system changes, testing, updates, and the implementation of new systems, processes, and procedures.

Provide administrative support for election-related activities as assigned, including election expenditures, reimbursements, staffing, training, and required documentation. Coordinate with Election Manager to ensure required actions, deadlines, and follow-up activities are completed accurately and timely.

Serve as a primary point of contact for administrative questions, departmental issues, and routine operational matters. Communicate effectively with vendors, County departments, courts, elected officials, and the public as appropriate, and facilitate resolution of issues. Resolve routine matters within established procedures and authority, while appropriately escalating complex, sensitive, or higher-level issues to the County Clerk or management.

Completes and/or reviews and processes personnel forms (for hiring, suspension, termination actions).

May attend committee, staff, or other departmental meetings. Make appointments and arrange meetings for the County Clerk and Chief Deputy. Assists in the implementation of departmental projects as directed by the County Clerk or Chief Deputy.

May compose and type routine written reports, memos and correspondence. Proofreads and edits manuals, newsletters, brochures, fliers, technical reports, proclamations, contracts, correspondence, etc.

Uses personal computer, word processor and/or terminal which accesses mainframe computer to prepare, develop, and/or maintain forms, rostering, mailing lists, mailouts, reports, letters, memos, manuals, grant applications, contracts, budgets, etc.

Schedules meetings, interviews, training sessions, etc. and maintains up-to-date calendar of these events. May serve as notary public. May perform receptionist duties including greeting the public, answering the telephone, directing telephone calls and visitors to the proper party, taking messages and providing information.

May order office supplies, furniture, and equipment.

May open, log and distribute incoming mail.

May prepare a variety of mailouts. (i.e., certified, bulk, express).

Performs such other duties as may be assigned.

SUPERVISORY RESPONSIBILITIES: The Office Manager makes assignments to, and reviews the resulting work of clerical personnel, and the department’s Internal Auditor. Carries out responsibilities in accordance with Nueces County organization policies and applicable laws. These responsibilities may include training employees; planning, assigning, and directing work; interviewing and making recommendations for hiring; addressing complaints, resolving problems, and taking appropriate administrative corrective action as needed.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier.

EDUCATION and/or EXPERIENCE: Bachelor’s degree (B.A.) from four-year college or university plus a minimum of two years of administrative and supervisory experience; or two years of college plus a minimum of four years of administrative and supervisory experience.

Any equivalent combination of experience and training which provides the required knowledge, skills and abilities, may be considered for current Nueces County employees only.

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS AND ABILITIES: Good knowledge of business English, spelling, punctuation and arithmetic, office practices, equipment and materials.

Knowledge of department and County operations and policies.

Ability to exercise independent judgment regarding the use and release of sensitive and/or confidential information.

Ability to communicate effectively both orally and in writing. Ability to use a personal computer or terminal accessing a mainframe computer using standard word processing and spreadsheet software packages.

Ability to type at a speed of at least 40 wpm. May be required to take shorthand or speedwriting at a speed sufficient to record and transcribe letters and minutes of meetings.

Ability to establish and maintain effective working relationships with other county employees and officials, other agencies and the public.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

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