Office Manager 2

JOB SUMMARY

The Office Manager 2 will ensure the smooth operation of the office and providing comprehensive administrative support. They will manage the day-to-day office activities, coordinating resources, and supporting various teams. This role requires strong organizational skills, attention to detail, and ability to handle multiple tasks simultaneously and will contribute to maintaining an efficient and productive work environment.

MAJOR DUTIES & RESPONSIBILITIES

• Oversee and coordinate office operations, including managing office supplies, equipment maintenance, and facilities management.
• Assist in budget preparation and expense tracking, ensuring cost-effectiveness and adherence to financial guidelines.
• Coordinate and schedule meetings, conferences, and events, including room reservations, travel arrangements, and catering.
• Manage office communication channels, including phone systems, emails, and mail distribution, ensuring timely and accurate handling of messages.
• Support the onboarding process for new employees, including organizing orientations, setting up workstations, and ensuring necessary resources are available.
• Maintain and update employee records, including attendance, leave requests, and performance evaluations.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

Assist with HR-related tasks, such as recruitment coordination, employee benefits administration, and employee engagement initiatives.
Coordinate with IT support to ensure proper functioning of office technology, including computers, printers, and other equipment.
Prepare and maintain office documentation, reports, and presentations, ensuring accuracy and adherence to formatting guidelines.
Foster a positive office culture by organizing team-building activities and promoting effective communication and collaboration among employees.
Respond to inquiries and provide general administrative support to employees, visitors, and external stakeholders.
Stay updated on industry trends and best practices in office management, recommending improvements and implementing new processes as appropriate.
Performs other job-related duties as assigned.

EDUCATION

High School Diploma or GED, Bachelor's Degree Preferred

WORK EXPERIENCE

1-3 years proven experience in an administrative role, preferably in an office setting.

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Proven experience in an administrative or office support role, with strong organizational and multitasking abilities.

Proficiency in using office software, including word processing, spreadsheet, and presentation tools.

Excellent verbal and written communication skills, with a customer-service-oriented approach.

Strong attention to detail and accuracy in completing tasks.

Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Professional demeanor and ability to maintain confidentiality.

Strong interpersonal skills, with the ability to interact effectively with employees, visitors, and external stakeholders.

Knowledge of office management principles and procedures.

Familiarity with basic HR processes and procedures is desirable.

Ability to adapt to changing priorities and handle unexpected situations.

Positive attitude and willingness to contribute to a positive work environment.

LEADERSHIP RESPONSIBILITIES

No supervisory or direct people management responsibilities. May provide occasional work guidance, technical advice and training to staff.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work and tasks are often straightforward, routine, structured and guided by established policies and procedures. Little, if any, independent judgment is required, outside of making basic choices in the selection and application of established methods. The job receives frequent, ongoing supervision.

BUDGET AUTHORITY

No budget development activity is required.

PROBLEM SOLVING

Decisions are made on routine matters affecting few individuals and usually within the confines of the job's own department. Specific job activities and results are typically reviewed closely.  There are limited requirements for developing new ideas or changes in methods, procedures, or services.

IMPACT OF DECISIONS

Follows rules and procedures. Decisions can have minimal or no impact to HISD. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction.

COMMUNICATION/INTERACTIONS

Basic communication - very little communication required such as receiving basic instructions.  Interactions are mostly with customers, own supervisor, and co-workers in own department.

CUSTOMER RELATIONSHIPS

Follows through with customer inquiries, requests, and complaints. Forwards difficult and non-routine inquiries or requests to appropriate level for resolution.

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.

Ability to carry and/or lift less than 15 pounds.