Class Code: 00052
OFFICE
MANAGER II
SUMMARY: Under
general to limited supervision, performs a variety of clerical supervisory
and/or administrative support work.
TASKS:
·
Resolves a
variety of problems/issues from staff and/or the public in order to maximize
the efficiency/effectiveness of office operation and/or service provided.
·
Composes/prepares
a variety of correspondence, notifications, forms, reports, and related
documents in order to communicate information to staff and/or the public.
·
Develops/revises/implements
policies/procedures for office/unit in order to facilitate efficient/effective
unit operation, clarify operating policies/procedures for staff and ensure
proper procedures are followed.
·
Instructs/trains
County staff in a variety of policies/procedures/practices, and/or
software/equipment use in order to ensure that employees complete assignments
correctly/efficiently.
·
Processes
requests for Department materials/information received by phone, fax, email, or
in person in order to provide requested materials/information.
·
Updates/maintains
a variety of databases/spreadsheets in order to facilitate information
recording, storage, and retrieval and/or to track activity/volume of work.
·
Creates a
variety of databases/spreadsheets in order to capture/manipulate data and/or
facilitate preparation of a variety of summary/statistical reports.
·
Follows-up a
variety of special assignments, projects, and related matters in order to
ensure assignments, projects, etc. are completed in a timely manner and/or by
established deadline.
·
Schedules staff
for work in order to ensure efficient, effective office operations.
·
Orders supplies
in order to ensure that forms, materials, etc. needed to perform work are
available.
·
Maintains
adequate amounts of a variety of supplies, materials and equipment in order to
ensure availability of items needed for efficient operation.
·
Evaluates
employee performance in order to identify training needs, determine performance
strengths and weaknesses, and to ensure the job is being done correctly.
·
Interacts with
the public, County staff/officials, media personnel, officials/staff from other
governmental entities, or vendors in order to obtain goods/services, assist
them in using Department services, equipment, programs, resources, and/or
facilities, collect fees, answer questions, or identify their service needs.
·
Coordinates the
hiring process in order to facilitate filling vacancies in a timely manner.
·
Proofreads
correspondence, printouts, summary reports, meeting agendas, or on screen data
in order to identify data entry errors.
·
Performs related
work as required.
KNOWLEDGE, ABILITIES AND SKILLS – REQUIRED AT TIME OF
HIRE:
(Applicants are expected to possess the required Knowledges, Abilities, and/or
Skills listed below prior to being hired for positions in this job title.)
·
Knowledge of the general principles and practices
of employee supervision.
·
Knowledge of English spelling, grammar, and
punctuation.
·
Knowledge of established customer service policies,
procedures, and techniques.
·
Knowledge of established policies and guidelines
regarding confidentiality of information.
·
Knowledge of procedures for operating various office equipment, including personal computers.
·
Ability to work effectively in high stress
situations.
·
Ability to prioritize work activities for self
and/or subordinates.
·
Ability to work with limited supervision.
·
Ability to multi-task.
·
Ability to operate a personal computer to prepare a
variety of correspondence, notices, schedules, reports, and related materials
using a variety of software/applications.
·
Ability to compose letters, memos, reports, and
related documents covering a variety of routine work related topics.
·
Ability to understand, follow, and explain a
variety of County/State/Federal regulations, policies, and procedures.
·
Ability to analyze problems and identify possible
solutions.
·
Ability to explain/demonstrate procedures for
performing a variety of work activities.
·
Ability to learn/perform a variety of work
activities in assigned Department.
·
Ability to evaluate data/information and make
decisions in accordance with established policies, procedures, and guidelines.
·
Ability to operate a variety of standard office
equipment.
·
Ability to serve the public and fellow employees
with honesty and integrity in full accord with the letter and spirit of
- Ability to establish and maintain effective
working relationships with the general public, co-workers, elected and
appointed officials and members of diverse cultural and linguistic
backgrounds, regardless of race, color, religion, age, gender, ethnicity,
disability, sexual orientation, marital status or political affiliation.
KNOWLEDGE,
ABILITIES AND SKILLS – NOT REQUIRED AT TIME OF HIRE BUT EXPECTED TO BE
DEVELOPED ON THE JOB: (The
Knowledges, Abilities, and/or Skills listed below, although considered to be
necessary in order to perform the work of this job title, are not required at
time of hire.)
·
Knowledge of general labor relations policies,
procedures, and practices.
·
Knowledge of procedures for ordering supplies,
services, equipment, and materials.
·
Knowledge of the general operating policies and
procedures of the assigned
·
Knowledge of general labor relations policies,
procedures, and practices.
DESIRABLE
TRAINING AND EXPERIENCE: Graduation from high school; four (4) years full time administrative
support or closely related work, including two (2) years full time supervisory
work overseeing/coordinating the activities of clerical, secretarial, and/or
administrative support staff; or any
equivalent combination of training and experience.
GENERAL
INFORMATION:
Bargaining Unit: Unrepresented
FLSA Status: Exempt
Code of Ethics
Certification: No
Class Spec. Estab./Revised: E
10/1976 R 06/2004