Office Manager

ABOUT THE ROLE :

Under the general supervision of the Chief People Officer, the Office Manager is responsible for ensuring the efficient operation of the Human Resources (HR) office. This role is essential in managing day-to-day administrative tasks, office logistics, and supporting senior HR leadership. The Office Manager will manage the HR reception area, assist with incoming requests, maintain organizational systems, track departmental budgets, and coordinate office processes. The ideal candidate is highly organized, proactive, and has the ability to manage multiple priorities with strong attention to detail.

ESSENTIAL DUTIES & RESPONSIBILITIES :

The following duties represent the key responsibilities of the Office Manager role. This list is not exhaustive and may evolve as City needs change :

• Oversee the general day-to-day operations of the HR office, ensuring everything runs smoothly and efficiently. Assist customers both in-person and via phone / email, triaging inquiries as needed and directing them to the appropriate resources or staff.
• Provide administrative support to the Chief People Officer including calendar management, meeting coordination, and handling correspondence.
• Coordinate internal and external meetings, including distributing meeting materials, taking notes, and arranging meeting spaces.
• Prepare, edit, and distribute internal and external communications, including emails, letters, memos, meeting minutes, agendas, and reports.
• Support with the maintenance of the department's SharePoint Communication Site(s). Additionally, assist in managing other content platforms used by HR for communication, such as CommonGround, the City's Career Center Page, and similar sites.
• Ensures smooth office operations by maintaining organized systems, managing supplies, coordinating mailings, and handling general administrative tasks.
• Create and maintain systems to track department data, personnel files, phone lists, etc.
• Monitor and track HR department budget accounts, including submitting requisitions in PeopleSoft, managing purchase orders, processing invoices, tracking expenses, preparing reports utilizing Queries and maintaining financial records.
• Liaise with external vendors and service providers, and assists with monitoring contracts, and monitoring service delivery.
• Assist in planning and organizing HR events, trainings, and employee engagement activities, including logistics, communication, and follow-up.
• Organize and maintain HR department data, employee records, and filing systems.
• Ensure that HR documents and records are maintained in accordance with legal, regulatory, and organizational requirements.
• Provide excellent customer service to internal teams and external partners, addressing questions and resolving issues as they arise.
• Supports the onboarding of new employees in the HR Department by coordinating with City departments (e.g., IT), collecting paperwork, organizing orientation schedules, preparing materials, and facilitating a seamless onboarding experience for new hires.
• Process HR payroll by ensuring accurate timekeeping, verifying payroll data for accuracy, addressing any discrepancies, and collaborating with relevant departments to ensure timely payroll operations.
• Take ownership of the City Manager's Outstanding City Employee Award program by managing all aspects, including organizing mailings, coordinating nominations, handling logistics, scheduling events, liaising with various departments such as the City Manager's Office, and ensuring a seamless and inclusive recognition process that celebrates the diversity and excellence of City employees.
• Manage the DPW Seasonal Laborer Lottery Program, overseeing all aspects of the coordination of the application process, including running CORI background checks, conducting the lottery, contacting selected candidates, and coordinating assignments.
• Assist with managing the HR Outlook Inbox by triaging inquiries to the appropriate staff and escalating issues when necessary.
• Assists with special projects, providing flexible support to various HR functions as needed.
• Identify areas for improvement in office processes and workflows and implement solutions to increase efficiency and productivity.
• As the office and department evolve, the Office Manager may take on additional responsibilities or lead new initiatives as needed.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM QUALIFICATIONS :

Education & Experience :

KNOWLEDGE, SKILLS, AND ABILITIES :

PREFERRED QUALIFICATIONS :

WORK ENVIRONMENT :

Work is conducted primarily in a standard office environment which includes fluorescent lighting, air conditioning, computers, and other standard office equipment, but may also involve meetings in other offices or facilities as well as site visits and inspections of scattered site properties around the city.

This role is performed fully on-site and is not eligible for remote work, except in unforeseen circumstances requiring special arrangements.

PHYSICAL DEMANDS :

Ability to operate standard office equipment; pay attention to details and concentrate on tasks despite frequent interruptions and moderate noise levels; communicate effectively and exchange accurate information with coworkers and members of the public; read and organize written material; may be required to lift up 20 pounds in office supplies.

SUMMARY OF BENEFITS :

APPLICATION PROCEDURE :

All applicants must provide the following materials when submitting their job application :