Office Manager 3, CCMR

JOB SUMMARY

Under limited direction, performs advanced secretarial and administrative duties for department officers. Disposes of matters of a routine nature to conserve superior’s time. Position requires a thorough knowledge of practices and procedures of the department and district policy and procedures.

MAJOR DUTIES & RESPONSIBILITIES

• Provides support for administrators in officer positions in the areas of correspondence, report preparation, public relations, managing calendars/meetings, information dissemination, etc. Serves as a liaison between officers, managers, and visitors as required.  Arranges meetings as directed. Takes and prepares meeting notes as required.
• Composes and produces documents such as letters, memorandums, proposals, and statistical material.  Collects information needed by superior for conferences and reports.  Prepares various reports and analyzes reports with recommended actions.
• Assesses the urgency and importance of assignments and respect the confidential status of each.  Maintains regular and follow-up files and confidential data.  Provides direction to clerical/secretarial personnel. Delegates and coordinates work activities as necessary.
• Drafts confidential correspondence.  Proofread and correct documents.  Screens incoming calls, provide requested information, record messages, and redirect inquires to the appropriate individual or department.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

• Drafts confidential correspondence.  Proofread and correct documents.  Screens incoming calls, provide requested information, record messages, and redirect inquires to the appropriate individual or department.
• Maintains library for retrieval/updating of departmental documents.  Compiles information and provide summary for supervisor.  Assists with the maintenance and reconciliation of the departmental budget.
• Works with staff to accomplish objectives of the department.
• Performs other job-related duties as assigned.

EDUCATION

High School Diploma or GED

WORK EXPERIENCE

5 to 7 Years

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Microsoft Office

Office equipment (e.g., computer, copier)

LEADERSHIP RESPONSIBILITIES

Manages. Accomplishes the majority of work objectives through the management of direct reports. Provides day-to-day direction to staff; may become directly involved, as required, to meet schedules and resolve problems. Responsible for assigning work, meeting completion dates, interpreting and ensuring application of policies and procedures. Receives assignments in the form of objectives, with goals and the process by which to meet goals. Provides input to hiring, performance and budget.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work is substantially complex, varied and regularly requires the selection and application of technical and detailed guidelines. Independent judgment is required to identify, select, and apply the most appropriate methods as well as interpret precedent. Position regularly makes recommendations to management on areas of significance to the department. Supervision received typically consists of providing direction on the more complex projects and new job duties and priorities.

BUDGET AUTHORITY

Participates in a group plan and/or budget development.

PROBLEM SOLVING

Decisions are made on both routine and non-routine matters with some latitude, but are still subject to approval. Job is often expected to recommend new solutions to problems and improve existing methods or generate new ideas.

IMPACT OF DECISIONS

Decisions have high impact to the facility/department or division, causing increased satisfaction or dissatisfaction; producing efficiencies or delays; promoting or inhibiting personal intellectual or professional development; and/or contributing to financial gain or expense. Errors may be serious, usually not subject to direct verification or check, causing losses such as improper cost calculations, overpayment or improper utilization of labor, materials, or equipment. Effect usually confined to the organization itself and is short term.

COMMUNICATION/INTERACTIONS

Leads others in the resolution of highly sensitive and confidential issues on behalf of the department. Acts as a trusted advisor, and becomes involved in the decision-making process including presenting alternatives and information and applying persuasion and negotiation skills in the resolution of problems. Monitors customer service standards.

CUSTOMER RELATIONSHIPS

Leads others in the resolution of highly sensitive and confidential issues on behalf of the department. Acts as a trusted advisor, and becomes involved in the decision making process including presenting alternatives and information and applying persuasion and negotiation skills in the resolution of problems. Monitors customer service standards.

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.

Ability to carry and/or lift less than 15 pounds.