Incumbents in this class are responsible for providing support to an administrative or technical superior by: providing office coordination and managing workflow; supervising the office support staff; and directing a wide variety of support services, e.g. fleet management, records management, etc.
Nature and Scope
A class incumbent plans, organizes and directs day-to-day office support activities under the general direction of an administrative or technical superior. This is a multifaceted class which may include responsibility for supervising directly or through subordinate lead personnel, clerical activities and ensuring the smooth and efficient operation of the office. In addition, an incumbent is generally knowledgeable about the agencies mission/functions and may act as a principal assistant to the supervisor. An incumbent generally manages a local, district or regional office and oversees support services. An incumbent in this class may represent superior before groups, committees, task forces, commissions, employees or the general public.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Plans, coordinates and directs office support activities to relieve an administrative/ technical superior of day-to-day administrative tasks.
Analyzes and makes recommendations regarding operating practices and procedures to include personnel, workflow, cost reduction recordkeeping, performance standards, equipment and supply utilization, to ensure smooth and efficient office operation. Implements new and revised procedures.
Supervises, directly or through subordinate lead personnel, the agencies support staff; interviews job applicants and makes hiring recommendations; trains new employees; plans, assigns, and evaluates the work of subordinates; counsels and disciplines subordinate employees.
Directs support services which include most of the following: fleet management, forms/records management, facilities management, inventory, contracting and purchasing, equipment maintenance and repair, mail distribution and messenger services, office typing support and telephone coverage.
May act as principal assistant to the superior in a variety of operational areas which may include: disseminating directives, preparing required reports, assisting in budget preparation and development by maintaining records and/or compiling data; performing special projects studies including needs assessments; obtaining, organizing and drafting administrative material for public information or office use; acting as liaison with vendors, state/federal representative, the public, etc.
Performs related work as required.
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 division/unit operation and goals.
Knowledge of policies/procedures regarding fleet management, records management, contracting and purchasing, equipment maintenance and repair, facilities management, etc.
Knowledge of legal requirements regarding records management, building code, etc.
Knowledge of the principles and practices of office management, planning, organization, general administration, supervision.
Skill in managing work through others to achieve unit goals.
Skill in handling complaints tactfully and thoroughly.
Skill in effective communication, both orally and in writing.
Skill in the compilation, research, analysis of information.
JOB REQUIREMENTS for Office Manager
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Three years experience in coordinating administrative support operations, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
Three years experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters and administrative documents.
One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
One year experience in using standard computer software programs for word processing, spreadsheets or databases.
Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.