Office Manager

Public Works Office Manager

The Public Works Office Manager is responsible for organizing work priorities, tracking department and project expenses, overseeing and coordinating all of the department administrative activities, including organizing meetings, maintaining databases and ensuring effective communications with staff, vendors and county employees.

Essential Duties

• Prioritize emails and phone calls, answer client calls, and respond to emails daily.
• Manage and maintain the physical and electronic files for the department.
• Pay all the bills through the SAP System for the department by way of check requests and purchase requisitions.
• Track and reconcile invoices and status of payments with vendors and contractors doing business with the department.
• Respond on behalf of the department to vendors about status of payments.
• Assist the Director with agenda items requiring action by Delaware County Council, including compiling documents for signature by the Council Chair.
• Keep up with office supply inventory and organize the filing system.
• Enter all maintenance service requests into the computer system for the department such as roof leaks, plumbing problems, heating, and air conditioning problems, and office furniture repairs.
• Manage calendars, arrange meetings, and ensure all necessary staff are available.
• Participate in progress meetings with the design consultants and construction contractors for various projects managed by the department.
• Assist the Capital Finance Manager with development of monthly management and financial reports.
• Assist in the on-boarding of Public Works employees.
• Coordinate all phone line moves for new staff and office moves.
• Keep track of all staff vacation and sick time. Enter all-time staff into the SAP System for payroll including overtime and comp time.
• Submit all changes of address, name, and job titles to the Office of Human Resources so a PAF can be prepared.
• Make sure employees get to the proper safe location and take attendance during an emergency evacuation.
• Provides Oversight of Day to Day Office Function.
• Prepares Contracts, Memorandums, Letters & Correspondence.
• Performs all other duties, tasks and special projects as assigned.

Qualifications

• High School Diploma or equivalent.
• Two (2) years previous responsible clerical experience, computer skills preferred.
• Ability to maintain confidential information and exercise discretion and sound judgement.
• Excellent verbal and written communication skills.
• Advanced organizational skills.
• Self-starter with the ability to work independently.
• Flexible team player who contributes to a positive work environment.
• Ability to handle frequent interruptions while maintaining composure and professionalism.
• Ability to handle multiple critical tasks simultaneously and carry tasks to completion.
• Excellent time management skills.
• Knowledge and skill with modern office equipment (fax, copier, telephone, typewriter).
• Strong computer and word processing skills with working knowledge of Microsoft Office, internet navigation.
• Ability to learn software, such as SAP, or other programs.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Preferred Skills, Knowledge & Experience:

• Bachelor's degree or equivalent combination of education and experience.

Computer Skills:

• Intermediate Microsoft Office skills, including Word, Excel, and PowerPoint.
• Basic to Intermediate Outlook skills (Email and Calendar).
• Intermediate Internet research skills.

Physical Demands:

• While performing the duties of this position, the employee is frequently required to read documents in paper and electronic form, sit, walk and talk or hear. Occasionally, the employee will need to stand and climb stairs; reach above shoulder height; and kneel, stoop, crouch or squat, on rare occasions, the employee will need to lift or carry items.

Work Environment:

• Office Setting.

Other:

• Ability to work extended hours as necessary.
• Confidentiality is crucial to this position.
• This position requires professionalism.
• Ability to work independently and as part of a team, demonstrating strong collaboration skills.

The County of Delaware offers a comprehensive benefits package to full-time employees including health care, dental, retirement, life insurance, holidays, vacation, and sick leave.