Office Manager; Constable PCT. #1

GENERAL SUMMARY

Performs a wide range of administrative and office support activities for the department to facilitate the efficient operation of the organization.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

·         Supervises staff, which includes prioritizing and assigning work; conducting performance evaluations; ensuring staff is trained; ensuring employees follow policies and procedures; maintaining a healthy and safe working environment; and, making hiring, termination, and disciplinary recommendations.

·         Performs general office duties, which include establishing and maintaining filing systems, preparing financial and budget reports, accounts receivable/payable, preparing newsletters and correspondence, scheduling, answering phones and providing information to the public.

·         Requisitions purchase orders; requests pricing; orders materials; verifies expenditures; monitors budget; and processes invoices.

·         Maintains account information, which includes preparing bank deposits, balancing bank statements, and processing payroll.

·         Maintains office supplies, which includes determining inventory levels, evaluating new office products, placing orders for supplies, verifying receipt of supplies, and troubleshooting equipment malfunctions.

·         Performs other related duties of a similar nature and level as assigned.

·         Employees are required to comply with safety regulations, procedures, protocol,  and wear personal protective gear if required.

MINIMUM QUALIFICATIONS

Education and Experience

6 months to 1 year of advanced study or training beyond high school equivalency, with 3 to 5 years related experience. Combination of education and experience sufficient to successfully perform the essential functions listed above can be substituted.

KNOWLEDGE, SKILLS, and ABILITIES

·         Knowledge of County financial accounting system

·         Ability to use computers, office equipment and related software

·         Knowledge of data input process

·         Knowledge of departmental policies and procedures

·         Strong organizational skills

·         Ability to prepare and maintain a variety of financial reports and records

·         Basic accounting knowledge and skills

·         Ability to handle multiple tasks

·         Supervise and evaluate employees

·         Prioritize and assign work

·         Train, orient, and manage personnel

·         Work independently

·         Balance competing requirements and needs of client organizations

·         Apply listening and interview skills, work under pressure, address conflict, solve problems, and make sound split-second judgments

·         Read, analyze, and interpret standards, policies, procedures, and regulations

·         Develop and write reports, policies, and correspondence

·         Handle common inquiries or complaints

·         Exercise good judgment and focus on detail as required by the job

·         Operate standard office equipment, such as computer keyboards and monitors, copiers, scanners, and telephone

·         Use (or learn to use) computer software and systems applicable to the position

·         Follow oral and written instructions and procedures

·         Meet schedules and deadlines of the work unit

·         Maintain well-organized materials, files, systems and tools

·         Adapt to changes in work situations and priorities

·         Reason/analyze; use logic to identify and resolve problems

·         Establish and maintain constructive and cooperative interpersonal relationships with staff, peers, supervisors, or managers in the work unit and other departments, as well as with staff of outside entities and other individuals, as applicable to the essential duties and responsibilities

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position typically requires fingering, talking, hearing, seeing, grasping, standing, walking, repetitive motions, stooping, kneeling, crouching and reaching.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Light Work: Performing the essential functions typically requires exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly.

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Johnson County is an Equal Opportunity Employer.