Office Manager 3, Accountability & Compliance

JOB SUMMARY

The Office Manager 3 will ensure the smooth operation of the office and provide 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

List most important duties first
1. Provide strategic direction and leadership to the office, ensuring alignment with districts goals and objectives.
2. Develop and implement office-wide policies, procedures, and initiatives to optimize efficiency, productivity, and employee engagement.
3. Manage and mentor a team of administrative professionals, setting performance expectations, providing guidance, and fostering a positive work culture.
4. Oversee office operations, including resource allocation, budgeting, financial analysis, and expense tracking to ensure optimal utilization of resources.
5 Drive continuous improvement by identifying opportunities for process enhancements, implementing automation solutions, and fostering innovation.
6. Collaborate with senior management to develop and execute the office's strategic plan, including goal setting and performance tracking.
7. Develop and maintain relationships with external vendors, negotiate contracts, and manage service level agreements to ensure cost-effectiveness and quality.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

8. Ensure compliance with relevant regulations, including health and safety guidelines, data protection, and security protocols.
9. Analyze office performance metrics, prepare reports, and provide insights to senior management to support decision-making and drive operational excellence.
10 Lead and coordinate office-wide projects and initiatives, ensuring timely delivery, resource allocation, and adherence to project management principles.
11. Foster effective cross-functional collaboration by building strong relationships with internal stakeholders and facilitating communication and information sharing.
12. Stay abreast of industry trends, best practices, and emerging technologies related to office management, recommending, and implementing improvements as appropriate.
13. Performs other job-related duties as assigned.

EDUCATION

High school diploma or equivalent qualification 

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

Decisions have high impact to the facility/department or division, causing increased satisfaction or dissatisfaction; producing efficiencies or delays; promoting or inhibiting personal intellectual or professional development; and/or contributing to financial gain or expense. Errors may be serious, usually not subject to direct verification or check, causing losses such as improper cost calculations, overpayment or improper utilization of labor, materials, or equipment. Effect usually confined to the organization itself and is short term.

COMMUNICATION/INTERACTIONS

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