An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
Woodstock, GA Job Details Full-time $24.60 - $27.32 an hour 7 hours ago Benefits Paid holidays Disability insurance Dental insurance Paid time off Pension plan Vision insurance Gym membership Life insurance Qualifications Driver's License Full Job Description Provides direct support to designated senior-level management for their department and will coordinate and perform a diverse set of complex clerical and administrative support work and office management tasks to ensure the department and its functions operate smoothly and efficiently. Work occurs in a fast-paced environment and requires balancing multiple priorities and deadlines. This position serves as a member of the department's leadership team.
JOB RESPONSIBILITIES
Serves as clerk to the Planning Commission, including organizing meetings and preparing meeting minutes. Prepares legal notices and tracks and meets a variety of legally mandated timeframes for planning-related processes. Processes invoices, reconciles credit cards, reviews vendor statements, creates purchase orders, and works with updating Finance about new vendors working with the department. Assists in procurement and budgetary oversight activities including coordination of annual department budget preparation and ongoing department budget management and administration. Oversees and administers automated timekeeping access for personnel of the Department to include, but not limited to: reviewing employee payroll sheets; correcting missed punches; ensuring holiday and overtime pay is properly recorded; confirming appropriate entry of personal leave usage; and reviewing leave of absence paperwork prior to submission by required City deadlines. Receives the public in person and via phone and email; answers questions; responds to inquiries from employees, customers and others; refers inquiries to appropriate staff; and takes messages as required. Coordinates administrative personnel processes, including the documents and Personnel Action Forms needed for onboarding and offboarding or changes in status of department employees with Human Resources and IT departments. Performs research and records retrieval; assists in compilation and preparation of department records; and compares data and information as directed, including responding to assigned Open Records requests per the Open Records Act. Maintains department personnel records and forms. Oversees and administers automated timekeeping access for personnel of the Department to include, but not limited to: reviewing employee payroll sheets; correcting missed punches; ensuring holiday and overtime pay is properly recorded; confirming appropriate entry of personal leave usage; and reviewing leave of absence paperwork prior to submission by required City deadlines. Maintains paper and electronic filing systems (e.g. sorting, verifying, filing, and/or retrieving documentation) Prepares and maintains records, reports, manuals, booklets, requisitions, purchase orders, and related documentation; types and edits reports, correspondence, memoranda, and other materials from copy, rough draft, or general instructions; and reviews documents for completeness; and copies documents. Maintains appointment calendars and scheduling for the department leadership. Prepares records such as notices, minutes, and resolutions for assigned committees and meetings. Serves as a member of internal employee committees and attends meetings as assigned. Prepares and manages routine and confidential administrative correspondence, materials, forms, and other documents with a high degree of accuracy, confidentiality, and discretion and in a timely and orderly manner. Ensures accurate and up-to-date records for department reports, financial documents, and employee files. Oversees the acquisition, distribution, and storage of department supplies and shared support services such as mailing, printing, and copying; security; and cleaning and maintenance. Identifies opportunities for cost savings, better efficiency, or other improvements; recommends and implements policy or process changes as appropriate in collaboration with Department Director, Department Managers, City Management, and key staff for smooth operation of the department. Manages Workers' Compensation for all department staff and works with Human Resources to ensure processes and procedures are carried out and all documentation is collected and submitted. Manages assigned tasks to consistently meet deadlines, handle rush projects, handle multiple priorities, and effectively function under time constraints. Prepares presentations for the public as needed for Department Managers and Director. Handles customer/citizen inquiries and complaints and works to resolve any issues that may arise. Collaborates with senior leadership to align the goals and objectives of the department with those of the organization as a whole. Assists with handling of fleet vehicle records, including maintenance records, emissions, purchase of equipment tags, etc. Serves as an essential staff person in the event of any emergency operation involving City emergency services response units which activates the Emergency Operations Center (EOC). Performs other related duties as assigned.
Education and Experience:
An Associate degree with courses in general office practices is preferred. Three (3) years of related work experience or equivalent combination of education and experience is required.
Licenses or Certifications:
Requires a valid State of Georgia driver's license and ability to obtain State of Georgia Notary credential.
Special Requirements:
None.
Knowledge, Skills, and Abilities:
Knowledge of computers and common business software such as Microsoft Word, Excel, and PowerPoint. Knowledge of, and/or ability to learn, complex database software for financial tracking and permit/plan review functions. Knowledge of modern office practices and procedures. Knowledge of providing complex and specialized support for a senior level administrator. Skill in typing at 65 words per minute. Skill in operating office tools and equipment. Skill in researching and organizing data. Skill in exercising discretion and confidentiality. Skill in communicating, both verbally and in writing. Skill in using a computer and modern office machines. Ability to meet and deal with the public. Ability to handle challenging situations. Ability to evaluate, audit, and assess data using established criteria. Ability to develop a clear understanding of the Georgia Open Records Act. Ability to develop a clear understanding of City policies and procedures.
PHYSICAL DEM ANDS
The work is sedentary work and requires 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. Additionally, the following physical abilities are required: manual dexterity, grasping, hearing, mental acuity, reaching, repetitive motion, speaking, talking, and visual acuity.
WORK ENVIRONMENT
Work is performed mostly in an office setting with a noise level of frequently quiet to moderate. Work requires the ability to adapt to a flexible schedule and respond to duty as needed, including attendance at monthly evening meetings. The City of Woodstock provides a competitive benefits and compensation package to eligible employees, including paid time off, health, dental, vision, and employer-paid long-term disability as well as life insurance; an employer-paid pension plan and 457 tax-deferred savings plan with employer match; and a discounted gym membership.
Starting Base Pay Rate Range:
$24.60/hour - $27.32/hour, based on experience and qualifications. For more information on the City of Woodstock, please visit www.woodstockga.gov.
