Office Manager - City Secretary's Office

Office Manager

Under general supervision of the City Secretary or the Deputy City Secretary, the Office Manager oversees the daily operations for all the City Secretary's Office, coordinates administrative projects, and completes special projects. Supervise assigned administrative staff, including temporary staff and interns.

Essential Job Functions:

• Responsible for processing MUNIS entries for department purchasing, budget transfers and for obtaining proper quotes from purchasing department for equipment and services.
• Tracks and prepares payment requests for all contracts, consultants, and special projects.
• Responsible for inputting personnel performance reviews and personnel actions in MUNIS and for the smooth onboarding and separation of staff through HR.
• Responsible for updating department procedure manual and all documentation.
• Assists staff and director in coordinating and preparing reports, agenda items and materials for council meetings and other meetings as assigned with On-Base.
• Establishes and maintains systems and procedures for records management and storage, coordinates regarding record retention, filing systems, protection and security of files and records and transfer/disposal according to retention schedules.
• Performs administrative tasks such as calendaring, screening phone calls, routing, and answering correspondence, assisting the public by investigating and resolving problems and/or complaints and training employees on departmental procedures.
• Coordinates and troubleshoots technological issues and ensures the maintenance and upgrading of applicable technological hardware and office equipment, including scanners, printers, and shredders.
• Coordinates annual purchasing of department computers and hardware equipment.
• Develops and maintains positive working relationships with vendors, customers, other agencies, and all staff.
• Oversees the daily operations for the department including supply inventories, scheduling, and time off calendars. Also, responsible for maintaining the general appearances of the offices, work room, and staff kitchen area.
• Processes incoming mail by routing to appropriate personnel for processing.
• Maintains timekeeping records and serves as timekeeper for all personnel within the Department with KRONOS software as required.
• Monitors budget expenditures, prepares budget justifications and narratives. Consults, troubleshoots, and recommends budget transfers.
• Assists City Secretary and Deputy City Secretary with updating various presentations as needed.

Other Important Duties:

• Serves as a Notary.
• May be required to work some outside regular working hours.
• Travels to attend meetings, conferences, and training.
• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is required.

Knowledge, Skills, and Abilities:

• Knowledge of public sector practices and principles.
• Knowledge of City policies and procedures.
• Ability to understand and interpret laws, rules, and regulations.
• Ability to track funding and expenditures of contract.
• Ability to communicate effectively and clearly, both orally and in writing.
• Ability to identify problems and propose solutions in a timely manner.
• Ability to gather and analyze data and draw conclusions and present data and other information in a clear and logical manner.
• Ability to handle a wide variety of tasks and projects with minimal supervision and direction.
• Ability to handle confidential information in a responsible manner.
• Skill in resolving customer complaints and concerns.
• Skill in effectively reviewing work and providing technical assistance to assigned staff.
• Skill in designing/creating quality documents.
• Proficiency in the use of computers and knowledge of computer applications including Adobe Creative Suite, Photoshop, Microsoft Excel, Publisher, PowerPoint, Outlook, and Word.
• Proficiency in the use of Adobe Acrobat Professional computer applications to create books and flyers for online publication.

Education, Experience, and Certifications/Licenses:

• Education and experience equivalent to a Bachelor's degree plus two (2) years' progressively responsible administrative experience.
• Must be a Notary Public.
• Must be able to obtain and maintain CJIS Certification
• Must pass pre-employment drug screen, criminal background check and MVR check.
• Must possess a valid State of Texas Driver's License.

Environmental Factors & Conditions/Physical Requirements:

Work is performed in an office environment.

Physical Demands:

• This work typically requires the following physical activities to be performed. A complete description of the activities below is available upon request from Human Resources.
• Balancing maintain equilibrium to prevent falling while walking, standing, or crouching. - X - Pushing use upper extremities to press against objects with force, or thrust forward, downward, outward.
• Climbing ascending, descending ladders, stairs, ramps, requires body agility. - Reaching extending hands or arms in any direction. - X
• Crawling moving about on hands, knees, or hands, feet. - Repetitive Motion substantial movements of wrists, hands, fingers. - X
• Crouching bending body forward by bending leg, spine. - X - Speaking expressing ideas with spoken word, convey detailed, important instructions accurately, concisely. - X
• Feeling perceiving attributes of objects by touch with skin, fingertips.
• Standing for sustained periods of time.
• Fingering picking, pinching, typing, working with fingers rather than hand. - X - Stooping bending body downward, forward at waist, with full motion of lower extremities and back. - X
• Grasping applying pressure to object with fingers, palm. - Talking 1- expressing ideas by spoken word - X
• Handling picking, holding, or working with whole hand.
• Hearing 1 perceiving sounds at normal speaking levels, receive information. - X - Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading. - X
• Hearing 2 receive detailed information, make discrimination in sound. - Visual Acuity 2 - color, depth perception, field of vision.
• Kneeling bending legs at knee to come to rest at knees. - X - Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
• Lifting raising objects from lower to higher position, moving objects side to side, using upper extremities, back. - X - Visual Acuity 4 - operate motor vehicles/heavy equipment.
• Mental Acuity ability to make rational decisions through sound logic, deductive reasoning. - X - Visual Acuity 5 -close acuity for inspection of small defects, machines, use measurement devices, or fabricate parts.
• Pulling - use upper extremities to exert force, haul or tug. - Walking - on foot to accomplish tasks, long distances, or site to site. - X

Work Environment:

• Work performed is primarily:
• Sedentarywork: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. - X
• Medium work: Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
• Heavy work: Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.
• Very heavy work: Exerting more than 100 pounds of force occasionally and/or more than 50 pounds of force frequently, and/or more than 20 pounds of force constantly to move objects.

Equipment and Tools Utilized:

• Equipment utilized includes personal computer, copier, calculator, fax machine, scanner, and other standard office equipment, paper jogger, folding machine, and binding machine.