Office Manager

Job Description

Job Description

OFFICE MANAGER

LOCATION: Mineral Wells, TX | Onsite

COMPENSATION & SCHEDULE

• $22.14/hour
• Monday–Friday, 8:00 AM–5:00 PM; schedule may vary based on departmental operations, emergencies, and organizational needs

ROLE IMPACT

The Office Manager keeps a fast-paced public safety department’s administrative operations organized, accurate, and on schedule. This role supports department leadership while managing confidential records, payroll and purchasing documentation, reporting requirements, and coordination with employees, outside agencies, vendors, and the public. Success requires strong attention to detail, discretion, and the ability to independently manage competing deadlines.

KEY RESPONSIBILITIES

• Coordinate daily administrative operations, calendars, meetings, training events, travel arrangements, correspondence, reports, and recurring deadlines.
• Maintain accurate and confidential incident, personnel, training, certification, inspection, investigation, equipment, and administrative records, including protected health information in accordance with HIPAA requirements.
• Review and process time records, leave documentation, overtime, purchasing records, invoices, receipts, and other payroll and financial documentation; assist with budget monitoring and reconciliation.
• Review records and reports for completeness and accuracy, support required regulatory reporting, and track employee licenses, certifications, continuing education, physical examinations, and renewal deadlines.
• Serve as an administrative liaison with internal departments, outside agencies, hospitals, vendors, and the public while referring operational, clinical, legal, and sensitive matters to the appropriate authority.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent (GED)
• Three years of progressively responsible administrative, office management, records management, payroll, accounting support, or closely related experience; an equivalent combination of education and experience may be considered
• Valid Texas driver’s license with an acceptable driving record

CORE TOOLS & SYSTEMS

• Microsoft Office and standard office technology
• Records management and document management systems
• Electronic patient-care reporting systems
• Payroll and financial systems
• Personnel and training systems

PREFERRED SKILLS

• Associate degree or technical certificate in business administration, public administration, accounting, records management, office administration, or a related field
• Administrative experience in municipal government, emergency services, healthcare, or another public-safety environment
• Experience with payroll, purchasing, budgeting, accounts payable, records retention, public-information requests, regulatory reporting, HIPAA, or confidential records

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