Department Office Manager

Responsible for the performance of difficult, confidential, and varied clerical work including maintaining clerical records, handling confidential personnel and financial matters, providing technical services that are carried out with independence, managing office processes and procedures, and supporting Department senior staff.

• Follows safe practices in the performance of duties.

 
Executive Administrative Support:

• Uses Word processing and Excel or other programs to prepare correspondence, reports and other materials; independently composes and may sign the Director’s name to routine correspondence as directed by the Director.
• Maintains complex clerical and accounting records not requiring previous technical training; prepares a variety of technical reports or legal papers and documents requiring considerable accuracy.
• Independently meets the public and provides information requiring knowledge of departmental policies and procedures; serves as representative of the Director in context with other employees and the public.
• Handles personnel paperwork sometimes of a confidential nature.

 
Departmental Support:

• Maintains department performance metrics, including spreadsheets, dashboards, and reports.
• Arranges logistics of department management and all staff meetings.
• Provide high-level administrative support to the departmental leadership team, maintaining a deep understanding of priorities to allocate time and resources appropriately
• Develops a situational awareness of the functions and demands of the various Bureaus and Offices within the Department and coordinates operations amongst the work units. 
• Prepares special reports and summaries using various computer programs, as assigned.
• Takes and transcribes minutes of official meetings; keeps those records properly filed, indexed, and up to date.

 
Management of Boards, Commissions, and Authorities

• Provides administrative support for Department staff assigned to Authorities, Boards and Commissions and proactively offers and implements process improvements.
• Manages logistics for assigned Boards, Commissions, and Authorities, preparing agendas and minutes, arranging for facilities, preparing board packets, and sending board correspondence with the direction of the staff liaison to the board.
• Serve as secretary for assigned Boards and Commissions.
• Track vacancies in Boards, Commissions, and Authorities and work with staff liaison to fill positions.

 
Customer Service:

• Coordinate with internal and external stakeholders, providing prompt and customer-focused service and logistical support. 
• Initiate actions to resolve immediate and unforeseen situations.  Maintains telephone system records and works with Facilities and IT to place phone work orders and program phones and voicemail.

 
Clerical Support:

• Maintains and reconciles budget information; prepares and tracks vouchers and related accounting and budget documents; processes purchase orders and invoices for payment using accounting software such as Tyler/Munis; contacts vendors regarding purchase orders and invoices.
• Screens telephone calls, takes messages, directs inquiries to the appropriate personnel within City government, makes appointments, and schedules timely meetings as needed (or requested).
• Creates and maintains departmental files and filing systems, both in paper and electronically; files and retrieves records and files as needed.
• Ensures adequate stocking of office supplies.
• Provides office support to staff and/or in special projects, as assigned.
• Processes departmental timecards and enters time for department staff as assigned; maintains records of employee attendance.
• Supervises clerks, typists, and other clerical personnel.

Education, Training and Experience

• Graduation from High School or completion of a GED is required.
• At least four (4) years of progressively responsible experience in office management or executive assistance is required.
• College, technical school coursework or associate degree preferred.

 
Licenses and Certificates

• Possession of a valid Pennsylvania State Driver’s License is preferred.

Knowledge:

• Knowledge of safe practices in an office setting.

• Proven proficiency in organizing an office and providing administrative assistance to leaders and managers.
• Proven proficiency in knowledge, understanding and application of the Microsoft Office (or similar) suite of tools (Word, PowerPoint, Excel, and Outlook’s calendar function) is required. Testing of Microsoft Office software knowledge is required.

 
Skills:

• Ability to communicate, verbally and written, in a clear, concise and meaningful manner.
• Ability to understand the Department policies and procedures, including those that are technical in nature, and to communicate this information to customers in a helpful manner. 
• Ability to be courteous yet firm when dealing with customers.
• Ability to withstand unpleasant situations, including verbal confrontations, from customers without losing composure.

• Skill in operating standard office equipment such as personal computers, telephones, fax machines, scanners, and copiers.

 
Abilities:

• Ability to work independently, proactively manage work tasks, and propose solutions to problems.
• Demonstrate a high-level of confidentiality, sense of judgment, ability to improve and creatively problem-solve while maintaining composure. 
• Must be committed to the City of Lancaster and Department mission to carry out and communicate policies of the City regardless of personal opinions.  

• Proven ability to:
  • Commit to excellence in service and to continuous improvement 
  • Work as part of a team and to collaborate successfully with others 
  • Adapt to new or changed situations and to show flexibility in making improvements in work processes and operations is required.
  • Exhibit customer-centered behaviors and to focus on customer needs 
  • Ability to create organizational systems and file, numerically/alphabetically

1. Work independently with little direction and supervision
2. Work well under pressure and to maintain positive interactions
3. Maintain records, to organize data and to prepare reports 
4. Multi-task 
5. Maintain strict confidentiality of all issues and information 
6. Use tact and discretion when dealing with highly sensitive information 
7. Read, write, speak and comprehend English is required; proficiency in Spanish is desired

Other information

Environmental Conditions 

• Indoors, Environmentally Controlled.

 
Safety Equipment Used or Needed

• None

 
Comments 

• Lifts up to 10 lbs.

• This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.

Salary : $59,802 - $73,935