Office Manager (#MAAJ01)
$38,770.00 Yearly Min / $48,463.00 Yearly Mid / $58,156.00 Yearly Max

Senior Office Manager (#MAAJ02)
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$41,255.00 Yearly Min / $51,569.00 Yearly Mid / $61,883.00 Yearly Max

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Description of Occupational Work

Office Managers are responsible for overseeing the daily operations and efficient functioning of an organization's office environment. Primary work includes planning, coordinating, and managing all aspects of the office encompassing administrative support, communications, support services, and other agency-specific functions. A significant aspect of work is revising and implementing operating practices and procedures, monitoring workflow, resolving issues, and leading and/or supervising staff, to optimize office efficiency and effectiveness, contributing to the overall success of the organization.

Office Managers apply knowledge and understanding of the agency’s mission and function and interpret, explain, and ensure compliance with applicable state and federal, laws, rules, regulations, standards, policies, and procedures. Employees coordinate work for and assist all employees, management, and leadership within the assigned office, as well as clients/customers. Although an employee may act as principal administrative specialist to their supervisor, primary work is office management of the entire workplace.

The Office Manager class series is distinguished from the Administrative Specialist class series by a broader scope of responsibility for all aspects of regional, county, division, or department level office operations, and higher-level of authority/decision-making. While an employee in the Administrative Specialist series may perform some office management work on a smaller scope, primary work includes assisting an administrative or technical supervisor by carrying out various support activities such as composing official correspondence, drafting and distributing communications, coordinating workflow, resolving issues or complaints, assisting with research, special projects or data/information management, or similar agency-specific support duties.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

Plans, coordinates, and manages all aspects of regional, county, division, or department level office operations.

Interprets, explains, and ensures compliance with state, federal, or other relevant laws, rules, regulations, standards, policies, and procedures.

Manages administrative support, communications, and support services, including fleet management, forms/records management, facilities management, inventory, equipment maintenance and repair, mail distribution, and other agency-specific functions.

Conducts research and analyzes data to make recommendations on personnel, staff coverage, workflow, cost reduction, recordkeeping, performance standards, equipment, and supply utilization, or other functions supported. May assist with onboarding and training of new employees.

Ensures deadlines and performance measures are met, monitors workflow to adjust priorities, and recommends improvements.

Oversees and manages record-keeping systems or logs to file, track, and retrieve documents.

Maintains and participates in modernization of information systems or databases.

Drafts, manages, and distributes communications and other materials for public and/or internal use.

Manages office supplies and equipment. Troubleshoots less complex technology or equipment errors/issues and contacts appropriate vendor or information technology personnel to resolve as needed.

Supports contracting and procurement processes, and monitors adherence to budgets, applicable agreements, grants, or contracts; notifies supervisor of issues. May assist with budget preparation and monitoring.

Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.

Performs other related duties as required.

Levels of Work

The level of work for an employee in this class series progresses based on an employee’s independence, size and scope of responsibilities, complexity of duties, decisions made, and required experience.

Office Manager

This is the first level of office management work, responsible for overseeing the daily operations and efficient functioning of an organization's office environment. Primary work includes planning, coordinating, and managing all aspects of the office encompassing administrative support, communications, support services, and other agency-specific functions. Employees perform the full range of Essential Functions under minimal supervision and lead office work and related support staff.

Receives minimal supervision from an administrative or technical supervisor; the supervisor defines objectives, priorities, and deadlines and assists the employee with unusual situations. 
Makes decisions on complex or unusual issues or other office matters.
Implements new or revised operating practices, procedures, and forms to ensure smooth and efficient office operations.
Assists in the completion of special studies or projects.
May supervise casual/seasonal and/or contractual staff. The elements of supervision include performing the following on a regular and continuing basis: planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion.
Communicates effectively with executives, leadership, internal and external contacts, customers, clients and/or the public to ensure efficient and effective office operations and resolve complex or unusual issues.

Senior Office Manager

This is the second level of office management work, responsible for overseeing the daily operations and efficient functioning of an organization's office environment. Primary work includes planning, coordinating, and managing all aspects of the office encompassing administrative support, communications, support services, and other agency-specific functions. In addition to work performed at the Office Manager level, employees are responsible for a broader scope of office operations, which requires supervising office work and related support staff.

Receives general direction and guidance from an administrative supervisor or higher in terms of broad goals and objectives; an employee plans and establishes the methods for achieving goals and objectives and manages office operations.
Supervises two or more merit full-time positions. The elements of supervision include performing the following on a regular and continuing basis: planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion.
Guides higher-level decision making by providing guidance, consultation, and recommendations on complex office matters and makes decisions on escalated issues and challenges.
Researches, organizes, and conducts studies, including analysis of dense datasets and preparing critical administrative documents, and may lead special projects.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills, and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

Knowledge of the principles and practices of office management, including planning, organization, and supervision.
Knowledge of department/division policies, priorities, and objectives.
Knowledge of applicable state, federal, or other laws, rules, regulations, standards, policies, and procedures, including those pertaining to contracting and procurement.
Skill in applying advanced knowledge of legal, program, or other requirements, laws, rules, and regulations.
Skill in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
Skill in resolving complex or unusual issues.
Skill in the researching, documenting, and summarizing findings.
Skill in using computer software and automated information systems to enter, update, modify, delete, retrieve, and report on data.
Ability to set unit priorities, performance standards, and monitor outcomes.
Ability to lead and motivate others.
Ability to communicate effectively, through written, electronic, or face-to-face interactions.
Ability to establish and maintain effective working relationships.

In addition to the above knowledge, skills, and abilities, the Senior Office Manager requires:

Skill in office management, including planning, organization, and supervision.
Skill in contracting and procurement support.
Skill in resolving escalated issues.
Skill in making recommendations on office operations with broad organizational impact.

Job Requirements

JOB REQUIREMENTS for Office Manager

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

Six months' experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
Two years' experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
Two years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
One year of experience in providing guidance and consultation to management, customers, and others on administrative matters.


CLASS: MAAJ01	EST: 7/1/1987	REV: 6/29/2025	FORMERLY JOB CLASS: 12610	REPLACES JOB TITLE: MAAZ11

CLASS: MAAJ02	EST: 7/1/1987	REV: 6/29/2025	REPLACES JOB TITLE: MAAZ11