What are the responsibilities and job description for the Office Manager position at City and County of Honolulu?
Duties and Responsibilities:
• Prepares and organizes material for executive staff for meetings, conferences, and executive action.
• Reviews all incoming correspondence and independently answers routine correspondence; prepares letters, reports, and memos for executive staff; coordinates and reviews outgoing correspondence, reports, and fiscal documents for accuracy, completeness, and compliance with legal provisions and established procedures.
• Assists the Budget and Operations Specialist in preparing annual budget requests and proposals.
• Maintains databases, mailing lists, and filing systems for all office records and materials; searches files and assembles internal and external background materials and information for executive staff execution or decision.
• Assists with the review and preparation of comprehensive financial analysis and recommendations; is familiar with restrictions and requirements of funds available to the Office and maintains proper use of funds; assists with the administration and processing of procurement requests; serves as a Purchase Card holder.
• Screens calls and visitors and arranges appointments for executive staff. Refers calls to the proper personnel or department/agency.
• Coordinates and schedules meetings and logistics internally, across City agencies, and externally. Records and disseminates subject matter notes of meetings.
• Performs basic IT support and troubleshooting for staff such as workspace setup, phone, email; sets up virtual meetings on WebEx, Zoom, and other online meeting platforms; coordinates with the City Department of Information Technology on technology needs.
• Assists executive staff on personnel matters; prepares and processes documents related to hiring, classification, and other personnel transactions; maintains organizational chart.
• Coordinates the preparation of the Office’s annual and other periodic reports and tracks annual performance metrics, including but not limited to managing/recording activity, numbers of public information sessions, reports generated, etc.
• Provides information directly to the public or others based on knowledge of executive staff policies, direction, or activities.
• Performs other related duties as may be assigned.
• 2-3 years of experience as an office clerk, administrative assistant, office manager, or similar role, especially within local or state government.
• Strong written and verbal communication skills to produce reports, assign tasks, accept instructions, and handle vendor contracts, among other tasks.
• Previous customer service or front office experience.
• Comfortable working independently and as part of a team in a fast-paced environment in an executive-level government office; strong interpersonal skills.
• Reliability and discretion.
• Strong background with Microsoft Word, Excel, and PowerPoint.
• Bachelor's degree from an accredited university.
• Familiarity with Oʻahu communities and issues.
• Ability to multi-task and organize projects in a professional and concise manner, often with short deadlines.
• Experience managing projects in a team setting, including developing project plans and managing timelines.
