What are the responsibilities and job description for the OFFICE MANAGER position at City of Newport News?
JOB DESCRIPTION
OFFICE MANAGER
PURCHASING
Human Resources
Newport News, Virginia
Department
GENERAL STATEMENT OF RESPONSIBILITIES
Under general supervision, this position manages the overall administrative operations of the
Purchasing and Risk Management Offices in the Department of Finance. Reports to the Purchasing
Agent.
ESSENTIAL JOB FUNCTIONS
Coordinates the administrative operations and workflow for the Purchasing Division of the Finance
Department. Performs complex administrative support work that requires interpretation and
judgment to include creating spreadsheets and reports, monitoring budget activities, organizing record
retention activities, and ordering supplies. Manages and responds to Freedom of Information Act
(FOIA) requests..
Enters journal entries, requisitions, and check requests into the City’s financial system. Manages
payment activities for the City surplus and purchasing card program. Assists with procurement
activities including coordinating completion of agreements, obtaining bonds, completing small
purchases, issuing Purchase Orders, completing change orders/modifications and scheduling pre-bid
conferences and committee meetings and public postings.
Assists with personnel-related activities to include processing personnel actions and requisitions. May
assist with other payroll processes. Assists in coordinating training activities
Interacts with the public and others outside the work unit to obtain and provide information and
assistance in a variety of circumstances. Screens and responds to inquiries and complaints; provides
information on policies and procedures.
Coordinates and maintains organizational membership rosters and procurement certifications, i.e. The
Institute for Public Procurement (NIGP) memberships, Virginia Association of Governmental
Procurement (VAGP) memberships and coordinates applications for procurement accreditation
programs.
Performs other duties as assigned.
PERFORMANCE STANDARD
Employees at all levels are expected to effectively work together to meet the needs of the community
and the organization through work behaviors demonstrating the City’s Values. Employees are also
expected to lead by example and demonstrate the highest level of ethics.
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REQUIRED KNOWLEDGE
- Office Administration – Thorough knowledge of office systems, practices, procedures and
processing, spreadsheet, and related software.
- Accounting – Knowledge of general accounting principles, financial computations, statistical
- Customer Service — Considerable knowledge of principles and processes for providing customer
customer satisfaction.
- Project Management – Knowledge of planning, organizing and managing resources to bring about
REQUIRED SKILLS
- Computer Skills – Utilizes a personal computer with word processing, spreadsheet, and related
accuracy.
- Interpersonal Relationships – Develops and maintains cooperative and professional relationships
disputes with citizens and staff from outside agencies.
- Judgement/Decision Making – Uses logic and reasoning to understand, analyze, and evaluate
REQUIRED ABILITIES
- Communication – Excellent ability to effectively communicate ideas and proposals verbally and in
statistics. Ability to handle a variety of human resources issues with tact and diplomacy and in a
confidential manner. Ability to listen and understand information and ideas being presented
verbally and in writing.
- Financial Management - Ability to perform arithmetic, algebraic, and statistical applications.
of data.
- Coordination of Work – Ability to establish and implement effective administrative programs and
completion of work in accordance with sound time-management methodology.
EDUCATION AND EXPERIENCE
A Bachelor’s Degree and 2-3 years of progressively responsible administrative support experience,
including two years of supervisory experience, or an equivalent combination of education and
experience.
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ADDITIONAL REQUIREMENTS
An acceptable general background check to include a local and state criminal history check and a valid
driver’s license with an acceptable driving record.
PHYSICAL REQUIREMENTS
- Requires the ability to exert light physical effort in sedentary to light work.
- Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10
- Tasks may involve extended periods of time at keyboard or work station.
SENSORY REQUIREMENTS
- Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.
- Some tasks require the ability to communicate orally.
ENVIRONMENTAL EXPOSURES
Essential functions are regularly performed without exposure to adverse environmental conditions.
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