OFFICE MANAGER

City of Newport News

• 3.

7 Newport News, VA Job Details 20 hours ago Qualifications Statistics Financial forecasting Economics Office activity coordination Data analysis reporting Word processing Spreadsheets Writing skills Client inquiry handling Employee relationship building Financial management report preparation Customer inquiry handling Administrative experience Driver's License Managing budgets in a finance role Project management Task prioritization Desktop applications Financial accounting HR support Algebra Productivity software Organizational budget management Full Job Description

JOB DESCRIPTION OFFICE MANAGER FINANCE

Human Resources Newport News, Virginia Department

GENERAL STATEMENT OF RESPONSIBILITIES

Under general supervision, this position manages the overall administrative operations of the Finance Department. Reports to the Director of Finance.

ESSENTIAL JOB FUNCTIONS

Coordinates the administrative operations and workflow for the department. Performs complex administrative support work that requires interpretation and judgment to include creating spreadsheets, budget preparation and monitoring. Plans, coordinates and prepares agenda, memos and minutes for retirement board; makes necessary meeting arrangements; attends meetings to record the minutes. Responsible for the oversight of contracts for disability services; serves as liaison to disability committee; coordinates disability retirements; coordinates disability medical information with Physicians. Coordinates internal and external meetings for the department to include reservation of site, time, preparation of agenda and other documents as required. Coordinates, processes, and records financial and budget information and transactions for department. Maintains office and equipment inventories, orders supplies, receives shipping slips and ensures payment of bills; negotiates solutions with vendors as appropriate. May assist with monthly reconciliation of purchase cards. Interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances. Screens and responds to inquiries and complaints; provides information on policies and procedures. Assists with department payroll which may include entering leave, time cards, reconciliation of payroll and correspondence related to payroll matters. Performs other duties as assigned.

PERFORMANCE STANDARD

Employees at all levels are expected to effectively work together to meet the needs of the community and the organization through work behaviors demonstrating the City's Values. Employees are also expected to lead by example and demonstrate the highest level of ethics. PC# 22606 Page 1 of 3

Revised:

09/01/2021 REQUIRED

KNOWLEDGE

 Office Administration

• Thorough knowledge of office systems, practices, procedures and administration. Knowledge of general office equipment and personal computers to include word processing, spreadsheet, and related software.  Accounting
• Knowledge of general accounting principles, financial computations, statistical analysis and forecasting techniques.

Knowledge of basic budgeting principles and practices.  Customer Service — Considerable knowledge of principles and processes for providing customer service. This includes setting and meeting quality standards for services, and evaluation of customer satisfaction.  Project Management

• Knowledge of planning, organizing and managing resources to bring about the successful completion of specific project goals and objectives

REQUIRED SKILLS

 Computer Skills

• Utilizes a personal computer with word processing, spreadsheet, and related software to effectively complete a variety of administrative tasks with reasonable speed and accuracy.  Interpersonal Relationships
• Develops and maintains cooperative and professional relationships with employees at all levels and the public. Effectively handles inquiries, complaints from or disputes with citizens and staff from outside agencies.  Judgement/Decision Making
• Uses logic and reasoning to understand, analyze, and evaluate situations and exercise good judgment to make appropriate decisions.

REQUIRED ABILITIES

 Communication

• Excellent ability to effectively communicate ideas and proposals verbally and in writing, to include the preparation of detailed reports which include numerical information and statistics.

Ability to handle a variety of human resources issues with tact and diplomacy and in a confidential manner. Ability to listen and understand information and ideas being presented verbally and in writing.  Financial Management

• Ability to perform arithmetic, algebraic, and statistical applications. Ability to employ economic and accounting principles and practices in the analysis and reporting of data.  Coordination of Work
• Ability to establish and implement effective administrative programs and procedures.

Ability to plan and organize daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology.

EDUCATION AND EXPERIENCE A

Bachelor's Degree and 2-3 years of progressively responsible administrative support experience or an equivalent combination of education and experience.

ADDITIONAL REQUIREMENTS

An acceptable general background check to include a local and state criminal history check and a valid driver's license with an acceptable driving record. PC# 22606 Page 2 of 3

Revised:

09/01/2021 PHYSICAL

REQUIREMENTS

 Requires the ability to exert light physical effort in sedentary to light work.  Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).  Tasks may involve extended periods of time at keyboard or work station.

SENSORY REQUIREMENTS

 Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.  Some tasks require the ability to communicate orally.

ENVIRONMENTAL EXPOSURES

Essential functions are regularly performed without exposure to adverse environmental conditions. PC# 22606 Page 3 of 3

Revised:

09/01/2021