State of Maryland

An Office Manager is the managerial level of work performing diverse clerical duties which support agency operations.  Employees in this classification supervise lower-level Office Supervisors.  

Employees in this classification receive managerial supervision from an administrative position.  

Positions in this classification are evaluated using the classification job evaluation methodology.  The use of this method involves comparing the assigned duties and responsibilities of a position to the job criteria found in the Nature of Work and Examples of Work sections of a class specification.  

The Office Manager is differentiated from the Office Supervisor on the basis of supervisory responsibility.  The Office Manager has full supervisory responsibility for Office Supervisors while the Office Supervisor has full supervisory responsibility for lower-level clerical positions.  

Plans, coordinates and supervises the work of Office Supervisors;

Manages through Office Supervisors, clerical activities which support agency operations in accordance with applicable laws, regulations, policies and procedures;

Reviews and approves reports submitted by lower-level clerical staff;

Develops and manages training programs for subordinate clerical staff in the appropriate application of agency regulations, policies and procedures;

Responds to inquiries, makes determinations and resolves problems by reviewing, verifying, interpreting and editing information in accordance with applicable procedures, policies, regulations and laws;

Modifies clerical operations and procedures to improve efficiency;

Establishes work priorities and deadlines to meet agency requirements and agency objectives;

Compiles statistical reports for administrative review;

Confers with other agency personnel to exchange information, request various actions, interpret policies and explain procedures;

Composes correspondence and other material informing the public, agency personnel and others of procedures and policies relative to the clerical operation;

May enter, edit, validate, search, retrieve and update computerized files using computer database or spreadsheet software applications;

May use computer software applications to design, edit or format reports, graphs and charts;

May type correspondence, reports, schedules and other material using a typewriter or computer or word processor;

Performs other related duties.

Knowledge of the policies, regulations and laws affecting the agency's clerical operations and their interpretation and application;

Knowledge of the principles and practices of supervision; Knowledge of clerical procedures and practices, business English and arithmetic;

Knowledge of the safe and efficient use of office equipment;

Ability to develop and implement procedures to improve clerical operations;

Ability to understand, interpret and apply the laws, regulations, policies and procedures which pertain to clerical operations of the agency;

Ability to use computer software applications, such as word processing, database and spreadsheets;

 Ability to communicate effectively with the public, co-workers and others;

Ability to plan, organize and manage clerical staff work through subordinate supervisors.

Education:   Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: One year of experience supervising lower-level clerical employees.

Notes:

1. Additional experience performing clerical duties may be substituted on a year-for-year basis for the required education.

2. Applicants may substitute education from an accredited college or university at the rate of thirty semester credit hours for one year of experience on a year-for-year basis for the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience at a rank of Corporal/Petty Officer or higher as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.  

Class specifications are broad descriptions covering groups of positions used by various State departments and agencies.  Position descriptions maintained by the using department or agency specifically address the essential job functions of each position.  

This is a Skilled Service classification in the State Personnel Management System.  All positions in this classification are in Skilled Service positions.  Some positions in Skilled Service may be designated Special Appointment in accordance with the State Personnel and Pensions Article, Section 6-405, Annotated Code of Maryland.  

This classification is not assigned to a bargaining unit, as indicated by the designation of S (Supervisor), M (Manager), T (Agency Head), U (Board or Commission Member), W (Student), X (Used by Agency or Excluded by Executive Order), or Z (Confidential).  As provided by State Personnel and Pensions Article, Section 3-102, special appointment, temporary, contractual, supervisory, managerial and confidential employees are excluded collective bargaining.  Additionally, certain executive branch agencies are exempt from collective bargaining and all positions in those agencies are excluded from collective bargaining.

September 8, 2017