FACILITIES DEPARTMENT OFFICE MANAGER

OFFICE MANAGER - FACILITIES

Full-time

Salary Range : $57,631 - 77,197 annually

Non-Union position

OFFICE MANAGER - FACILITIES

Definition

Responsible administrative work assisting the Director of the Facilities Department in the operations of the Department. The Department has responsibilities for all town and school buildings, as well as other related facilities.

Supervision

Works under the general supervision of the Director of the Facilities Department according to established procedures and objectives requiring the ability to plan and perform operations and independently complete assigned tasks; unusual situations are referred to the Director.

Performs a variety of responsible duties, which require comprehensive knowledge of departmental operations, discretion and the exercise of judgment in the analysis of facts or circumstances surrounding individual situations.

Job requires considerable attention to detail, accuracy and the exercise of judgment in carrying out operations with guidance and direction from Director.

Work Environment

Work is performed in typical office conditions, with frequent telephone calls and walk-in customers. Work is subject to predicted seasonal fluctuations, which require additional hours. The employee operates standard office equipment including computers and related standard technologies.

The employee has extensive contact with town and school departments and outside vendors and organizations pertaining to building space, building maintenance and related issues; contact is by telephone, in person and in writing.

The employee has access to personnel files, bid documents, grievances and legal proceedings.

Errors could result in damage to buildings or equipment and / or legal repercussions.

Essential Duties and Responsibilities

Prepares weekly department payroll (which may include building maintenance and custodial divisions), maintains records of vacation, personal and sick time; maintains all personnel files, time and attendance records, records payroll deductions and changes, expense reports; provides information to employees.

Files all departmental documents, reports, project information and contracts.

Maintains automated database of all motor equipment.

Prepares annual reports on vehicle and equipment status.

Prepares weekly staff meeting agenda with updates from departmental supervisors.

Processes payments to vendors and sends invoices to appropriate department when necessary.

Assists in the administration of Department Work Order system. Provides general administrative support to the Facilities Supervisors.

Programs and updates building security cards with Town Vendor.

Enters data pertaining to requisitions, completes related forms; maintains records of expenditures. Pays all utility bills for all school and town buildings. Prepares monthly budget report for utilities. Prepares rental invoices for town tenants; deposits rental payments.

Assists in preparing and managing Facility Department budget including Capital Plan expenditures.

Orders supplies for the Facilities office.

Manages the Director's daily schedule of appointments with individuals and arranges meetings with internal and external parties; screens incoming calls to the Director and the department; routes calls as appropriate including managing calls related to repairs and emergencies in town and school facilities.

Maintains database of guidelines and procedures.

Opens and routes all mail to proper individuals.

Coordinates and assists with the publication of press releases related to the Department.

Recommended Minimum Qualifications

Education and Experience

Associates Degree Bachelor's Degree preferred in accounting, business or similar field; advanced training in administrative skills and bookkeeping, three to five years of office experience, three (3) years of accounting experience or an equivalent combination of education and experience.

Knowledge, Ability and Skill

Knowledge of office practices and procedures and municipal government. Knowledge of payroll, billing and budgeting procedures. In depth knowledge of MUNIS software an asset.

Ability to work independently, organize time and accomplish multiple tasks with accuracy and attention to detail. Ability to maintain financial and departmental records and organize administrative projects. Familiarity with the building trades. Ability to communicate effectively verbally and in writing. Ability to work with frequent interruptions while maintaining a strong attention to detail. Ability to maintain a positive and friendly attitude under pressure.

Excellent computer skills including Microsoft Word, Excel and Power point. Ability to adapt and utilize department appropriate technologies. Familiarity with Work Order software programs and budgeting software programs.

Possess valid Mass. Drivers License, Class D.

Physical Requirements

Minimal physical effort is generally required to perform duties under typical office conditions; occasional physical effort is required when conducting field inspections; ability to maneuver over terrain for field inspections and to travel from site to site efficiently. The employee is frequently required to stand, walk, speak and hear, and use hands to operate equipment. The employee is required to lift, move, and / or push equipment weighing up to 60 pounds. Vision requirements include the ability to use a computer; read routine and complex documents, operate motor vehicles and other equipment.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Code : 1224-1

Location : FACILITIES DEPARTMENT

Grade : ATP 4 NON UNION

Group : NON-UNION

Job Class : FD) ADMIN ASSIST / FACILITIES

Posting Start : 01 / 15 / 2025

Posting End : 02 / 05 / 2025

Details : https : / / townofarlingtonma.muni

Salary : $57,631 - $77,197