Office Manager

Hendricks County Job Description

Title:  Office Manager                                            

FLSA Status:  Non-Exempt

Department: Engineering/Facilities                                              

Supervisor:  County Engineer/Facilities Manager                                                                                                                   

PURPOSE OF POSITION:

 Incumbent manages the budgetary functions of the Engineering Department and of the Facilities Department.  Supervises the workload of the secretary/receptionist position and provides assistance to the County Engineer, Facilities Manager, Assistant Engineer, and Assistant Facilities Manager.

ESSENTIAL FUNCTIONS:

• Provides direction to the secretary/receptionist, including training, workflow and guidance when needed.
• Maintains and updates employee attendance records.
• Prepares bi-weekly payroll, maintains payroll records and submits pay vouchers to the Auditor’s Office.
• Maintains records of accounts for Engineering Department, Facilities Department, Cumulative Capital fund, E.D.I.T fund, Wheel Tax fund, and new project bond funds; also various Board of County Commissioner’ accounts as directed. 
• Prepares claim vouchers for the Engineering Department accounts, Facilities Department accounts, Cumulative Capital accounts, E.D.I.T fund accounts, new project bond funds, Wheel Tax funds, and various Board of County Commissioner’s accounts as directed.  Updates these budget line-items balances and submits claims to the Auditor’s Office
• Reviews and verifies all vendor invoices and maintains computer bookkeeping of such invoices.
• Updates database to track monies spent on individual projects and buildings.
• Types a variety of documents and forms including Requests for Proposals, Requests for Quotes, Notice to Bidders, bid specifications, land descriptions, budget forms and road mileage forms and right-of-way documents.
• Prepares a variety of correspondences.
• Assists the public in locating information on the GIS system or other county records as needed.
• Maintains and updates departmental web pages.
• Assists in ordering supplies and materials for departmental needs and/or operating procedures.

NON-ESSENTIAL FUNCTIONS:

• Receives phone calls and visitors, answers questions, or refers to the appropriate department.
• Receives repair and service requests for various county buildings.
• Performs other duties as assigned.

EDUCATION AND QUALIFICATION REQUIREMENTS: 

• Previous management/supervisory experience
• Ability to coordinate workload of others
• Proficient computer skills, experience with data base and general office programs
• Ability to work independently and make sound business decisions
• Strong bookkeeping skills
• Attention to detail
• Good organization skills
• High school diploma or GED
• Proficient knowledge of general office practices, such as filing, record keeping, phone etiquette, etc.
• Strong math aptitude
• Ability to effectively and tactfully deal with other people

RESPONSIBILITY:

Incumbent is responsible for all budgetary work completed in the Engineering Department and in the Facilities Department.  Incumbent works independently and must use discretion and sound judgment in maintaining budgetary needs of several different funds.  Errors in work can have adverse effects on the office and on the proper functioning of the departments and/or the county.

WORKING RELATIONSHIPS:

Working relationships are with supervisor, associates in same department, other county departments, various contractors, consultants, vendors, and the general public for the purpose of providing factual information.

WORKING CONDITIONS AND PHYSICAL DEMANDS:

Work is performed in a standard office environment.

APPLICANT/EMPLOYEE ACKNOWLEDGEMENT:

The job description for the position of Office Manager in the Engineering/Facilities Departments describes the duties and responsibilities in this position.  I acknowledge that I have received this job description, and understand that it is not a contract of employment.  I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Is there anything that would keep you from meeting the job duties and requirements as outlined?

Yes______     No_______

_________________________________________                  ______________________

Applicant/Employee signature                                                    Date

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Printed Name

Salary : $23 - $26