Office Manager

COUNTY OF WARREN 

OFFICE MANAGER - Parks and Recreation 

GENERAL DEFINITION OF WORK:                                                                                      FLSA Status:  Non-Exempt

Performs complex skilled clerical work and oversees the administrative activities of the office staff; does related work as required.  Work is performed under general supervision.  Supervision is exercised over subordinate administrative personnel.

ESSENTIAL FUNCTIONS/TYPICAL TASKS:

Coordinating, overseeing and participating in the administrative and office assistance duties in a County office; training and supervising administrative staff; coordinating the preparation and maintenance of office files and records.

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Plans, assigns, supervises and performs complex administrative work in a County office.
• Maintains administrative and financial records.
• Answers telephone; assists public with questions; takes messages and schedules appointments.
• Completes background checks and partners with Human Resources on other paperwork for new hires.
• Oversees the rental space and agreements and maintains the schedule for the rentals.
• Creates the schedule for the facility attendant staff.
• Completes the daily deposit to the bank in addition to other errands, mail runs, etc.
• Maintains and replenishes inventory of office supplies.
• Prepares bills for payments and assists with budget preparation.
• Develops office filing, index and record systems and oversees the maintenance of same.
• Orients, trains, develops assists and reviews progress of clerical staff.
• Participate in the on-call rotation, creates the on call schedule.
• Performs related tasks as required.

KNOWLEDGE, SKILLS AND ABILITIES:

Comprehensive knowledge of standard office procedures, practices, techniques and equipment; thorough knowledge of standard clerical practices and procedures and of fiscal or statistical record keeping, and reporting;  thorough knowledge of business English and arithmetic; thorough knowledge of the operation of the department to which assigned; ability to communicate ideas effectively in both oral and written forms; ability to plan and supervise the work of subordinate clerical personnel; ability to prepare financial reports; ability to establish and maintain effective working relationships with associates, County officials and the general public.

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from high school supplemented by course work in business administration and extensive clerical and administrative support experience.

PHYSICAL REQUIREMENTS:

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects; work requires fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

SPECIAL REQUIREMENTS:

Possession of an appropriate driver’s license valid in the Commonwealth of Virginia and must obtain First Aid/CPR/AED certification within 6 months of employment.

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