Office Manager - Police

The budgeted entry pay rate for this position is $57,554.00 - $63,309.40 annually. 

JOB SUMMARY
The Office Manager performs a wide variety of administrative, clerical, and financial duties essential to the daily operations of the department and divisions. This position is responsible for maintaining efficient office operations, processing departmental financial transactions, coordinating the departmental calendar, and ensuring smooth communication.

The Office Manager provides high-level administrative support, manages purchasing and budget records, and serves as the first point of contact for the department. This includes answering and routing calls, greeting visitors, and directing inquiries or issues to the appropriate personnel. Additional responsibilities may include overseeing departmental social media pages, assisting with events, and ensuring compliance with City procedures related to purchasing, payroll, and records management.

This role requires exceptional attention to detail, professionalism, and the ability to work closely and collaboratively with the Director, division supervisors, City staff, and the public.

SUPERVISORY RESPONSIBILITIES
This position may supervise administrative staff within the department, if applicable.

ESSENTIAL FUNCTIONS / DUTIES AND RESPONSIBILITIES

Administrative Management

1. Oversees daily office operations.
2. Manages office supplies and inventory.
3. Maintains (additions, corrections, updates) all records in the department’s computer system.
4. Serves as custodian of all department records and files. Establishes and maintains a uniform filing system within the department.
5. Handles correspondence (emails, calls, mail).
6. Schedules meetings and manages calendars.
7. Prepares reports, presentations, and documents. Submits to regulatory agencies, if applicable.
8. Assists with the maintenance of departmental personnel records.
9. Assists with Administrative Assistant duties as needed.

Financial and Budget

1. Manages office budget.
2. Tracks expenses and submits invoices for approval.
3. Responsible for purchasing and procurement of operational and office supplies.
4. Completes and logs all necessary requisitions which are then submitted to the purchasing for ordering and/or payment; records are then maintained on all requisitions.
5. Manages vendor contracts and service providers.
6. Responsible for all monies received through the department.
7. Balances and submits travel and training receipts.
8. Maintain/update personnel records to include evaluations and/or pay increases.
9. Maintains credit cards, release and accountability.

Facilities and Operations

1. Coordinates maintenance and repairs.
2. Ensures office equipment is functional.
3. Manages office space and seating arrangements.
4. Ensures health and safety compliance.

Communication and Coordination

1. Acts as a point of contact between departments.
2. Communicates policies and updates.
3. Coordinates events, meetings, and departmental functions.
4. Liaises with citizens, vendors, and external partners.
5. Greets and provides assistance to guests.

Technology and Systems

1. Manages office software and systems.
2. Coordinates assistance with technical issues.
3. Ensures data security and record-keeping compliance.

Departmental Responsibilities

1. Maintains all records and reporting pertaining to APOST certifications, training, hirings and separations.
2. Notarizes and mails AST 60 and DL request for pick up from State.
3. Maintains and updates the chain of command board.
4. Maintains resource management allocation and collateral duties of the department.

All positions at the City of Orange Beach have the job responsibilities below:

1. Handles sensitive information in a confidential manner.
2. Maintains a highly professional attitude and demeanor at all times.
3. Provides responsible, appropriate, and satisfactory leadership within the City.
4. Communicates positively and professionally in all aspects of the position.
5. Attends all department meetings, City meetings, and professional development activities.
6. Becomes thoroughly familiar with all pertinent state and national policies and comply with said policies.
7. Complies with City wide and departmental policies, as well as state and federal laws.
8. Ensures the positive promotion of the City.
9. Is prompt and punctual in reporting for work, meetings, etc.
10. Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

1. Strong understanding of administrative and financial procedures within a municipal government setting.
2. Skilled in Microsoft Office Suite, Google Workspace, and social media management tools.
3. Knowledge of City purchasing, budgeting, and HR procedures.
4. Ability to draft professional correspondence, reports, and Council documentation.
5. Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
6. Strong interpersonal communication and customer service skills.
7. Ability to work collaboratively with staff at all levels of the organization and the public.
8. Ability to make decisions in the absence of a supervisor within scope of authority.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. An equivalent combination of education and experience sufficient to successfully perform the essential functions, duties and responsibilities of the job may be considered.

REQUIRED QUALIFICATIONS

1. Associate or Technical degree OR equivalent recent relevant full-time work experience (one year of full-time recent relevant work experience for every one year of college).
2. Three years of related experience
3. Current and valid Driver’s License.
4. Willing to work overtime as required by the supervisor.

PREFERRED QUALIFICATIONS

1. A current Notary or ability to obtain.
2. One year of supervisory experience.

PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate.