Office Manager – 1387 Full Time

DESCRIPTION/RESPONSIBILITIES:

Salary Range: $31.11 – $40.48 hourly

Hiring Range: $31.11 – $35.00 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:

Minimum Requirements

• Associates degree (two-year degree) or certification program of comparable length.

• 6 years’ administrative experience.

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

• 2-5 years in a supervisory role.

Preferred

• English/Spanish bilingual skills

Knowledge, Skills, and Abilities

• Knowledge of the business and organizational structure of Colorado municipalities.

• Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal.

• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems.

• Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others.

• Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly.

• Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate, and facilitate meetings, and make decisions.  

• Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness.

• Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments.

• Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results.

• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed.

• Ability to self-start and take initiative in completing daily tasks and special projects.

• Ability to focus on activities that have the greatest impact on meeting work commitments.

• Ability to establish and maintain partnerships with a variety of internal and external constituencies.

• Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages.

• Ability to navigate a complex political environment.

• Knowledge of business operations principles and best practices.

• Knowledge of office management principles and best practices.

• Proofreading, grammar, punctuation, and formatting skills, including the ability maintain consistency and be cognizant of and address details.

• Ability to interpret and apply complex rules and regulations.

• Ability to handle and maintain sensitive and confidential material.

• Ability to be cognizant of and address details.

• Ability to organize, plan, and execute logistics tied to meeting and/or event planning.

• Ability to maintain accurate and detailed records and the record keeping systems. Ability to prepare reports, briefings, and presentations in a variety of formats (e.g. verbal, written, visual, etc.).

• Knowledge of employee management principles and best practices.

• Knowledge of organizational effectiveness and operations management principles and best practices.

• Employee management, supervision, and team building skills, including the ability to train and coach others, communicate effectively, manage conflict, reward good behavior, and establish and maintain accountability.

• Conflict management skills, including the ability to remain impartial, get disparate and adverse parties to reach consensus, and negotiate amicable resolutions to maintain cohesion and cooperation.

• Leadership skills, including the ability to effectively manage various personalities and persuade others to take particular courses of action.

• Ability to influence change through a collaborative and inclusive style.

• Ability to lead and motivate others, including those who may be outside your immediate sphere of influence.

Essential Functions:

• Performs management responsibilities to include but are not limited to: hiring and termination decisions, coaching and development, rewards and recognition, performance management and staff productivity. Plans, organize, staff, direct and control the day-to-day operations of the department.

• Monitors the work of employees that provide assistance in the area of both paper and electronic records management, which includes electronic maintenance, preservation, and destruction of records in compliance with the Local Government Records Control Schedule; also advises staff members with questions regarding compliance and retention.

• Takes lead on department interviewing, onboarding, and training plans.

• Completes post-offer paperwork for all new hires in the department.

• Prepares job requisitions and update position description questionnaires, as needed, and work with human resources to create job postings; review applications and select candidates for interviews; schedules interviews with teams.

• Plans, organizes, and coordinates preparation board, commission and City Council packets and agendas.

• Prepares legal notices, agenda summaries and assembles supporting documentation.

• Works with the City Attorney’s Office and staff from sponsoring departments on the preparation of ordinances according to established standards.

• Performs a detailed review and proofing of all ordinances submitted to board members for completeness and compliance with formatting requirements.

• Ensure that all deadlines are met by staff, management, and administrative staff; provide training as required on workflow and use of databases for submission of summaries and supporting documents.

• Provides support to the Director and Deputy Director in the development of short- and long-range operation plans.

• Periodically reviews department forms, applications, brochures, web pages and meet with IT and Communication & Engagement staff to enhance department public image; ensure that all City branding protocols are met.

• Actively participates in implementing standard operating processes to maximize services effectiveness and outcomes.

• Manages the daily operational functions of the Department and ensures efficient workflow of areas under the incumbent’s supervision. This includes providing friendly and responsive service to walk-in customers as well as those interacted with via telephone and email; establishing office procedures to ensure maximum productivity and exceptional customer service.

• Prepares, coordinates, and monitors the budgets for the assigned division; coordinating/overseeing, accounts payables and accounts receivables; processing purchase orders; inventorying and ordering supplies; responding to requests for information; monitoring contracts.

• Performs a variety of research tasks and projects related to department operations, including CORA requests; documents findings; may perform analysis of findings; prepares reports, graphs, charts, and other illustrative materials as required by gathering a variety of factual and/or statistical data.

• Represents the Department by serving on/or facilitating various committees.

Supervisory Responsibilities

• Organize and delegate assignments to team members.

• Hiring, training, motivating and coaching employees.

• Evaluate employee performance and goal setting.

• Hold employees accountable for assigned tasks and goals.

• Provide timely and constructive feedback and training opportunities.

• Provide training opportunities with a focus on employee development.

• Resolve conflicts and complaints.

• Analyzing information and processes and developing more effective or efficient processes.

• Establishing and achieving business and financial objectives.

• Ensure compliance with safety procedures.

Work Environment and Physical Requirements:

Work Environment

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

• Exposure to frequent background noise and interruptions.

• May be asked to drive a personal vehicle for business purposes.

• Subject to working alone, with groups, and/or attending meetings.

• Spends extended periods of time at fixed workstation.

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

• May be required to work overtime, holidays, evenings, shifts, or weekends.

• May have frequent interruptions and be required to manage competing priorities with inflexible deadlines.

• 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.

EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

ADA Statement: We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting.  Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: [email protected] .

Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings.