Office Manager

Summary The Public Works Office Manager is responsible for all departmental staff services including office management, purchasing, accounting, and budget preparation. This position prepares special reports, correspondence, and inventory for the department and handles all billing of special projects and reimbursements. The Office Manager administers department budgets, maintains inventory control of vehicles, equipment, tools, stock parts, and all other department items, and serves as Secretary to the Regional Transportation Commission (RTC). This position exercises initiative and independent judgment within the framework of established policies and procedures to accomplish the work in the office.

Job Relations Responsible to:

Director of Public Works Work Supervised:

Public Works employees (Janitor, Groundskeeper, Maintenance Workers)

Interrelationships:

Works with all personnel of the various divisions of the department; personnel in other county offices, various state and federal offices, local and out-of-town vendors, and the general public

Essential Functions :

(Performance of these functions is the reason the job exists. Assigned job tasks/duties are not limited to the essential functions). Manage operation of the Public Works Office; Administer department budgets, including preparation of annual budgets; Maintain inventory control of vehicles, equipment, tools, stock parts, and all other department items; Update and keep accurate records of Public Works Cemetery books; Bill all special projects, grants, and reimbursements; Administrator of Mineral County Work Order program for the County; Order and track yard fuel tank and Airport fuel tank usage; Perform miscellaneous billing to other departments; Handle County garage billing and tracking; Prepare vouchers for bills for payment; Serve as Secretary to the Regional Transportation Commission (RTC); Assist with preparation of call for bids and major contracts and purchases for the Public Works Department; Prepare special reports and correspondence for the department; Prepare and issue invoices for the Hawthorone Industrial Airport and Hanger leases; Process purchasing requests and maintain purchasing documentation; Maintain departmental files and records; Answer phones and respond to inquiries from the public and other agencies; Coordinate with other county departments on administrative matters; Process grant documentation and reimbursement requests; Maintain fuel usage logs and records; Track departmental expenditures and monitor budget status; and Perform other duties as assigned. Qualifications for

Employment Knowledge, Skills, and Abilities:

(KSAs are attributes required to perform a job; generally demonstrated through qualifying experience, education, or training.)

Knowledge of:

General office procedures and management; Budget preparation and administration; Accounting principles and procedures; Purchasing processes and documentation requirements; Inventory control systems and methods; Grant administration and reimbursement procedures; Billing procedures and processes; Record keeping and filing systems; Public Works operations and terminology; Regional Transportation Commission procedures and requirements; County policies and procedures; Vendor relations and contract management; Fuel management and tracking systems; Cemetery record keeping requirements; Bid preparation and contract processes; Computer applications including Microsoft Word, Excel, PowerPoint, and Outlook; Office equipment operation; and Correct English usage including grammar, punctuation, and spelling.

Skill to:

Type 45-50 words per minute accurately; Operate Microsoft Word, Excel, PowerPoint, and Outlook proficiently; Operate standard office machines including copiers, fax machines, scanners, printers, and calculators; Prepare accurate budgets and financial reports; Maintain detailed and organized records and files; Prepare clear and concise correspondence and reports; Process vouchers and track expenditures; Prepare bid documents and contracts; Communicate effectively both orally and in writing; Manage multiple tasks and priorities simultaneously; Work independently with minimal supervision; Use accounting software and financial management systems; and Establish and maintain effective working relationships with department staff, other county offices, vendors, state and federal agencies, and the public.

Ability to:

Manage all aspects of Public Works office operations; Administer and monitor multiple department budgets; Maintain accurate inventory control systems; Prepare and process various types of billing including special projects, grants, and reimbursements; Log trouble calls and generate work orders efficiently; Track fuel usage and maintain fuel records; Prepare vouchers and process payments accurately; Serve effectively as Secretary to the Regional Transportation Commission; Assist with bid preparation and contract processes; Handle purchasing functions and vendor communications; Maintain cemetery records accurately and appropriately; Exercise initiative and independent judgment within established policies and procedures; Work cooperatively with various divisions of the department; Communicate effectively with county personnel, state and federal offices, vendors, and the general public; Handle confidential and sensitive information appropriately; Adapt to changing priorities and deadlines; Organize work efficiently and meet deadlines; Maintain professional demeanor in stressful situations; Learn new software and systems as needed; Interact positively with others including the public, elected officials, other organizational staff, and coworkers; Understand and apply policies, procedures, and written and oral directions to specific situations; and Maintain regular and consistent punctuality and attendance. Required Certifications and Licenses Possession of a valid Nevada driver's license. Safety Sensitive