Office Manager - City Secretary's Office

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

Essential Job Functions:

• Responsible for processing MUNIS entries for department purchasing, budget transfers and for obtaining proper quotes from purchasing department for equipment and services.
• Tracks and prepares payment requests for all contracts, consultants, and special projects.
• Responsible for inputting personnel performance reviews and personnel actions in MUNIS and for the smooth onboarding and separation of staff through HR.
• Responsible for updating department procedure manual and all documentation.
• Assists staff and director in coordinating and preparing reports, agenda items and materials for council meetings and other meetings as assigned with On-Base.
• Establishes and maintains systems and procedures for records management and storage, coordinates regarding record retention, filing systems, protection and security of files and records and transfer/disposal according to retention schedules.  
• Performs administrative tasks such as calendaring, screening phone calls, routing, and answering correspondence, assisting the public by investigating and resolving problems and/or complaints and training employees on departmental procedures.
• Coordinates and troubleshoots technological issues and ensures the maintenance and upgrading of applicable technological hardware and office equipment, including scanners, printers, and shredders.
•  Coordinates annual purchasing of department computers and hardware equipment.
• Develops and maintains positive working relationships with vendors, customers, other agencies, and all staff.
• Oversees the daily operations for the department including supply inventories, scheduling, and time off calendars.   Also, responsible for maintaining the general appearances of the offices, work room, and staff kitchen area.
• Processes incoming mail by routing to appropriate personnel for processing.  
• Maintains timekeeping records and serves as timekeeper for all personnel within the Department with KRONOS software as required.
• Monitors budget expenditures, prepares budget justifications and narratives.  Consults, troubleshoots, and recommends budget transfers.
• Assists City Secretary and Deputy City Secretary with updating various presentations as needed.

Other Important Duties:

• Serves as a Notary.
• May be required to work some outside regular working hours.
• Travels to attend meetings, conferences, and training.
• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is 

Knowledge, Skills, and Abilities:

• Knowledge of public sector practices and principles.
• Knowledge of City policies and procedures.
• Ability to understand and interpret laws, rules, and regulations.
• Ability to track funding and expenditures of contract.
• Ability to communicate effectively and clearly, both orally and in writing.
• Ability to identify problems and propose solutions in a timely manner.
• Ability to gather and analyze data and draw conclusions and present data and other information in a clear and logical manner.
• Ability to handle a wide variety of tasks and projects with minimal supervision and direction.
• Ability to handle confidential information in a responsible manner. 
• Skill in resolving customer complaints and concerns.
• Skill in effectively reviewing work and providing technical assistance to assigned staff.
• Skill in designing/creating quality documents.
• Proficiency in the use of computers and knowledge of computer applications including Adobe Creative Suite, Photoshop, Microsoft Excel, Publisher, PowerPoint, Outlook, and Word.
• Proficiency in the use of Adobe Acrobat Professional computer applications to create books and flyers for online publication. 

Education, Experience, and Certifications/Licenses:

• Education and experience equivalent to a Bachelor’s degree plus two (2) years’ progressively responsible administrative experience.
• Must be a Notary Public.
• Must be able to obtain and maintain CJIS Certification
• Must pass pre-employment drug screen, criminal background check and MVR check. 
• Must possess a valid State of Texas Driver’s License.

Environmental Factors and Conditions:

• Work is performed in an office environment.  

Physical Demands:

• This work typically requires the following physical activities to be performed.  A complete description of the activities below is available upon request from Human Resources. 

Work Environment:

• Work performed is primarily: 

 (X = Primary type of work performed) 

Equipment and Tools Utilized:

• Equipment utilized includes personal computer, copier, calculator, fax machine, scanner, and other standard office equipment, paper jogger, folding machine, and binding machine.