Office Manager

The incumbent reviews all incoming correspondence and uses own judgment based on experience to complete processing or routing of routine matters. Meets daily with the executive to discuss remaining mail, providing analysis and/or background, making suggestions, then composing memos or letters to complete processing. Personally handles a large volume of requests and reports to conserve time and relieve executives of details. May exercise supervision over subordinate clerical positions.

The secretarial responsibilities of the incumbent include; composing correspondence and reports for executive's signature; typing letters, memos, reports and other correspondence; taking dictation, scheduling meetings, notifying participants, maintaining appointment calendars, ensuring proper documents and materials are on hand for meetings; answering telephone calls and questions; and answering questions on procedure and policy. Ancillary areas of responsibility include preparations and distribution of employee newsletter, monitoring of travel requests, provide backup support for absent clerical staff in the office, and other duties as assigned.

The incumbent is responsible for establishing the necessary filing and other office systems in the office and for training and assisting clerical personnel in their use so that it is properly maintained. The maintenance of an organized filing system is very important in the office because information must be easily retrievable. This presents a challenge because of the volume and diversity of paperwork passing through the offices.

The position requires extensive knowledge of modern office practices and procedures in addition to a thorough knowledge of activities of City government. The incumbent must be aware of City policy and exercise discretion and sound judgment when dealing with confidential matters.

OR 

Associate’s degree in Secretarial Science, Office Management or related field AND 4 years of experience as a Secretary, Administrative Assistant, or Office Manager; 

OR 

High school diploma or G.E.D and Certified Administrative Professional or Certified Professional Secretary AND 5 years of experience as a Secretary, Administrative Assistant, or Office Manager. 

Background Check 

A background investigation and evidence of Employment Authorization and Identity is required prior to employment. All candidates must pass any level of background investigation applicable to the position, including current city employees seeking transfer, promotion, demotion, etc. into a classified position. 

Medical Examination & Drug and Nicotine Testing 

Final appointment is contingent upon the applicant passing a job-related medical examination including drug screen. Applicants offered employment with the City will be required to pass a nicotine screening. Newly hired employees must remain tobacco and nicotine free as a condition of continued employment. The Tobacco and Nicotine Free Hiring Policy does not apply to current City employees.