Office Manager at City of Greeley

Posted in Admin - Clerical 13 days ago.

Type: Full-Time
Location: Greeley, Colorado

Job Description:

Salary Range: $21.89 - $30.64 Hourly

Hiring Range: $21.89 - $26.27 Hourly

Job Summary:

The Office Manager oversees the administrative business operations as well as sets strategic goals. The ideal candidate will be well-versed in organizing and coordinating business office operations to ensure maximum productivity, the ability to supervise the work of multiple employees, and the ability to carry out the City and department directives. This position is responsible for training staff, ensuring timely maintenance and operation of office equipment in the department, coordinating and tracking purchasing procedures for contracts and purchase orders, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring clerical functions, and handling customer concerns directly or by routing to the appropriate person in the organization and verifying the concern has been addressed.

Experience, Knowledge, Skills:

  • High school diploma or GED equivalent;

  • 2-5 years' proven experience as an effective office manager (or related role);

  • 2-5 years in a supervisory role;

  • 2-5 years' increasingly responsible administrative support experience or a combination of equivalent experience and education;

  • Excellent organizational and leadership skills;

  • Experience in a fast-paced environment with competing priorities and inflexible deadlines;

  • Outstanding communication and interpersonal abilities;

  • Thorough understanding of diverse business processes;

  • Excellent knowledge of Microsoft Office products, databases, and information systems;

  • Excellent understanding of research methods and data analysis techniques;

  • Excellent data entry skills and proficient typing skills;

  • Basic knowledge of math and accounting methods;

  • Experience working with public and high degree of customer services skills;

  • Ability to quickly learn the organization, procedures, and operating details of the department;

  • Ability to make decisions and solve problems in situations where there are substantially diversified procedures, specialized standards, and only limited standardization by considering which among many procedures should be followed in what sequence to achieve the required job results;

  • Ability to apply reasoning to produce a practical course of action within the established process while adhering to specified, acceptable standards, alternatives and technical practices;

  • English/Spanish bilingual skills desirable.

Essential Functions:

  • Develop goals and objectives that meet department directives and goals;

  • Direct customer service requests to resolve questions from the public, news outlets, other organizations, and respond to any open records requests; verify completion of requests;

  • Ensure that the department has the adequate and suitable resources to complete its activities;

  • Organize and coordinate operations in ways that ensure maximum productivity, identifying opportunities to modify existing procedures to increase efficiency of staff or department procedures;

  • Prepare monthly budget summary for department director and managers; review budget reports for variances/discrepancies and coordinate adjustments;

  • Order and maintain department office supplies;

  • Review and approve time sheets for administrative team; review all requests for leave by administrative team and ensure that all offices are appropriately covered by staff;

  • Supervise the work of employees and provide feedback and counsel to improve efficiency and effectiveness;

  • Gather, analyze, and interpret data to write and coordinate internal and external reports;

  • Ensure adherence to City and department policies and processes;

  • Communicate effectively, both verbally and in writing;

  • Respond to telephone inquiries from the public;

  • Accurately and efficiently enter data into a software device;

  • Effectively manage multiple projects and meet deadlines under pressure with constant interruptions;

  • Maintain department records (utilizing paper and electronic methods) and serve as the liaison for open records requests on behalf of the departments;

  • Understand and carry out verbal and written directions;

  • Establish and maintain effective work relationships with City staff and the public;

  • Prepare formal agendas, meeting minutes, and draft ordinances using proper grammar, spelling and a high level demonstration of the English language;

  • Plan events and department-wide meetings for department members to gain a better understanding of the workings of the entire department and understand each individual's role within it;

  • Track, monitor, edit, and process monthly P-Card statements for members of the division;

  • Coordinate travel arrangements for members of the department advising staff on the use of the City P-Card, keeping track of miscellaneous expenses such as mileage and meals, and preparing and processing necessary paperwork and receipts;

  • Facilitate and coordinate all office moves and office and room renovations to accommodate new staff and to update/renovate conference rooms and other areas;

  • Track and verify completion of department commitments to other departments or outside agencies;

  • Identify ways to enhance the business website page;

  • Serve on various City-initiated teams to enhance Business page on website;

  • Daily work requires the use of: a personal computer, printer, scanner, calculator, and other general office equipment; Microsoft Office Suite, including Word, Excel, Publisher, PowerPoint, Adobe Acrobat Pro 9, Community Plus, and Finance Plus ways to enhance Business page on website;

  • Identify ways to enhance the department's business page on the City's website.

Work Environment:

  • Work is performed in an open office environment with noise levels excessive at times;

  • Exposure to frequent background noise and interruptions;

  • Employee may be asked to drive personal vehicle for business purposes;

  • Employee is subject to working alone, with groups, and/or attends meetings;

  • Employee spends extended periods of time at fixed workstation;

  • Employee may be required to conduct business in alternate locations within City buildings or field sites; sometimes in formal settings;

  • Employee may be required to work overtime, holidays, evenings, shifts, or weekends;

  • Employee may have frequent interruptions and be required to manage competing priorities with inflexible deadlines;

  • Employee may have frequent contact with the public--in person, via email/telephone, sometimes while facing adverse or confrontational situations with internal/external customers;

  • Work environment is safe to having minimal hazards that are typically found in general office environment where there is rarely little or no exposure to injury or accident.

Physical Requirements:

  • Vision enough to read computer keyboards, reference books, and other written documents;

  • Communication skills to interface with other departments and agencies;

  • Manual dexterity enough to operate computer keyboards, other office equipment, and to complete paperwork;

  • The essential functions of this job require frequent hearing and repetitive motion; continuously sitting and talking; and occasional carrying/lifting light objects (25lbs), crouching, feeling, fingering, reaching, standing, and walking;

  • Mobility enough to stand, sit, and move within a confined work area; Minimal physical effort typically found in clerical work is required of this position; the position is primarily sedentary, and may occasionally require lifting and carrying of light objects, walking and/or standing, as needed, and minimal.

Salary: $26.00

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