Planning And Development MPO Office Manager

Description

Office Manager

JOB TITLE:                 Planning and Development MPO Office Manager

CLASSIFICATION:   Non-Exempt

DEPARTMENT:        Planning and Development and MPO

SUPERVISOR:          Planning and Development Director and MPO Director

SALARY:                    $39,749 to $55,648 Annually

Performs Professional level office management duties for the Planning and Development Director, Director of the Metropolitan Planning Organization, Planning and Development Department and its divisions, and the Metropolitan Planning Organization in budget preparation, accounting, purchasing, payroll, fixed asset accountability research and report preparation, record maintenance, website maintenance, data entry, word-processing, agenda preparation, minute-taking, and clerical support.  Supervise, assign, and review the work of staff responsible for providing clerical and technical support to the department, assigned division or function; to oversee and participate in all clerical and technical support activities; and to perform a variety of technical tasks relative to coordination and supervision of assigned area of responsibility.  Aids the public by coordinating development requests and inquiries to appropriate division and/or responsible person. Aids other City departments, as well as outside agencies. Establish and maintain an office setting that promotes efficiency and professionalism.

• Independently compose, compile, prepare and proofread a wide variety of complex and confidential reports, general correspondence, publications, agendas, minutes, reports, orders, memoranda, statistical charts, and related documents as assigned. Maintain a variety of records and files; maintain up to date inventory on records.
• Assist in tracking and managing consultant contracts; provide reports on expenditures; monitor contract balances and deadlines. Prepare and file various contracts for assigned department; assign contract and project numbers.  Coordinate purchasing functions for assigned division/department; type requisitions and process purchase order vouchers; prepare billing forms; request calls for bids; obtain price quotes for materials and services. Maintain fixed asset records for assigned areas. 
• Participate in the preparation and administration of the department, division, or function budget; submit budget recommendations.  Provide regular reports on current budget status.
• Prepare payroll for assigned department, division, or function personnel; maintain timecards; record all vacation and sick time used; compile attendance and absence reports; run and distribute all payroll checks; maintain employee personnel files, including worker’s compensation, accidents, disciplinary actions, status changes, and performance appraisals.
• Establish schedules and methods for providing technical, administrative, and clerical support services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.  Maintain calendars of office activities, meetings, and various events, coordinate activities with other City departments, the public, and outside agencies.
• Answer the telephone; take messages and forward calls to appropriate personnel; respond to public inquiries and complaints in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner. Enter requests into the request tracker system.  Answer questions and provide information to City staff and the public regarding City procedures and policies; refer inquiries as appropriate.
• Receive, sort, and distribute and/or assign incoming and outgoing correspondence for various projects in support of an assigned division or function. Monitor and purchase office supplies for department and department staff as needed.  Make travel arrangements and manage travel authorizations and reporting for departmental staff.
• Assume responsibility for the department, division, or function in the absence of management staff; provide back-up support to other divisions as needed.
• Coordinate various programs and activities, including special events, conferences, and public meetings; administer program operations; monitor and evaluate program activities; prepare grant reports and legal documents, including contracts, resolutions, specifications, and proposals.

• Operate and coordinate the maintenance of a variety of office equipment including a copier, facsimile machine, printer, and computer; input and retrieve data and text; organize and maintain disk storage and filing.  Manage content for and maintain department’s web pages.

• Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of administrative support.
• Attends meetings after traditional business hours for administrative support for Department-related boards, commissions, and committees. 
• Estimate time, materials, and equipment required for jobs assigned; requisition materials as required.
• Prepare forms, procedures, and reserve departmental facilities, equipment, and materials.
• Recommend and assist in the implementation of goals and objectives; implement approved policies and procedures; represent assigned division or department by performing management functions related to general business operations including advising management and planning.
• Coordinate and attend a variety of meetings including departmental, advisory board, committees of the department and related meetings with outside agencies; transcribe and prepare minutes for selected meetings; disseminate information to appropriate City staff.
• Prepare and submit damage reports and replacement cost estimates for the recovery of losses due to damage to City property or vehicles, compute equipment rental rates.
• Maintain the Department website, informational brochures, filing systems, and internal databases.
• Maintains records of financial sureties and fees associated with development.  
• Perform related duties and responsibilities as required.

• Operations, services and activities of a complex clerical and administrative program.
• Operations, services and activities of an assigned division or function.
• Principles of supervision, training, and performance evaluation.
• Principles of accounting and record keeping.
• Principles and procedures of record keeping.
• Principles of business letter writing and basic report preparation.
• Modern and complex principles and practices of administrative office support.
• Modern and complex principles and practices of technical and clerical support coordination.
• Knowledge of grant writing and reporting.
• Principles of business letter writing and basic report preparation.
• Efficient an accurate methods and procedures of data entry.
• Modern office procedures, methods, and computer equipment.
• Knowledge of standard word processing, spreadsheet, presentation, and PDF programs and the ability to learn and excel at website design, form creation, and data management via software and web tools customized for the City of Cheyenne. 
• Standard office procedures, methods, and computer equipment & Microsoft Office programs.
• English usage, spelling, grammar, and punctuation.
• Pertinent Federal, State, and local laws, codes, and regulations.
• Supervise, organize, and review the work of staff as assigned.
• Select, supervise, train, and evaluate staff.
• Interpret and explain City policies and procedures related to area of assignment.
• Prepare clear and concise reports.
• Proficiently operate office equipment, computers, and multi-line telephone.
• Type at a speed necessary for successful job performance.
• Meet schedules and timelines.
• Maintain records and prepare computer generated reports.
• Work independently in the absence of supervision.
• Respond to requests and inquiries from the public.
• Take and transcribe dictation at a speed necessary for successful job performance.
• Evaluate the work of others.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work including City officials and the public.

Required:

High school diploma or GED with supplemented by specialized training in office support functions, bookkeeping, and computers.

Preferred:

Four (4) years of technical and complex clerical or equivalent work experience. Supervisory or lead experience.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds. Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment:

Work closely with others in an office environment utilizing a computer and other office equipment.

I will regularly review, understand, and adhere to the to the City of Cheyenne Employee Handbook and Rules & Regulations.  These documents are located on the City of Cheyenne website, under the Human Resources tab, and maybe updated annually

Qualifications

The City of Cheyenne offers the following benefits to Full Time Employees.

Health

Dental

Vision

Life

Pension

Salary : $39,749 - $55,648