Office Manager - Facilities

Job Description:

Office Manager - Facilities

Description

OFFICE MANAGER - FACILITIES JOB DESCRIPTION

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Job Title: Office Manager

Dept./Division: Facilities Job Class Code: 1137

Pay Grade: 124 PCN: 1758001

FLSA: Non-Exempt Effective Date: February 2025

Representation Status: Non-Represented Revision Date: January 2026

Reports To: Facilities Director

NATURE OF WORK

Under limited supervision, performs professional and confidential office management functions, and supervises the administrative operations of the Facilities Department; supervises assigned personnel; and performs other related duties as assigned. ESSENTIAL FUNCTIONS:

The following duties are the fundamental, crucial job duties performed by this position. This is not a comprehensive list of all tasks that may be assigned. Incumbent may be required to perform other duties as assigned and appropriate for the position.

• Oversees and coordinates the administrative operations for the Facilities Department, including personnel administration, budget, accounting, plan and policy development and updates, billing, cash receipts, contracts, project management, and customer relations; evaluates issues, and recommends solutions.

• Coordinates activities with other organizations and outside agencies; manages assigned Department support staff; supervises, trains, and evaluates the performance of assigned personnel; monitors staff compliance with departmental policies and procedures; provides hiring recommendations.

• Processes, reviews and approves personnel documents and files; maintains records, research and updates files and databases; assures all administrative actions are in compliance with County policy.

• Provides administrative assistance to assigned personnel; maintains departmental calendars; schedules and coordinates meetings; prepares correspondence, meeting minutes, and legal documents.

• Functions as a member of the Department management team; represents the Department at meetings with County staff and outside agencies; assists in the development, implementation, and administration of the Department's administrative and fiscal policies and procedures.

• Prepares and administers assigned operating budgets; tracks expenditures; processes invoices, billing, and expense reimbursements; prepares departmental payroll; reconciles revenues and prepares financial and revenue trend reports.

• Prepares and administers resolutions, legal notices, service contracts, and procurement; monitors compliance with regulations governing expenditures for State and County contracts.

Job Title: Office Manager Job Class Code: 1137

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• Responsible for the development, implementation, and administration of the Facilities surplus program.

• Performs a variety of systems administration duties; adds and deletes system users; changes user authorities; completes statistical queries; provides assistance in troubleshooting system issues.

• Orders and maintains custodial and office supply inventories; authorizes minor purchases; coordinates maintenance and repair services for office equipment and facilities.

WORKING ENVIRONMENT / PHYSICAL DEMANDS:

Work is performed in office and field settings, including the Fairgrounds, County parks, and other County-

owned properties, and involves extended sitting, standing, walking, bending, reaching, and lifting up to

50 pounds.

QUALIFICATIONS:

REQUIRED: Education, experience, certifications, etc.

• Associate's Degree in Business Administration, Accounting, or a closely related field; AND four (4) years' experience supervising administrative operations.

• A valid Driver's License is required.

PREFERRED: Education, experience, certifications, etc. COMPETENCIES (Knowledge, Skills, Abilities, and Behaviors): Knowledge of:

• County and Facilities operations, policies and procedures. • Principles and practices of office administration. • General office equipment and standard computer software applications. • Accounting principles and processes for preparing budgets. • Supervisory principles, practices, and methods.

Skills in:

• Managing and coordinating the day-to-day administrative operations for assigned area of work. • Preparing and managing budgets, processing departmental invoices, billing, and payroll. • Coordinating and performing a variety of systems and/or contract administration functions. • Establishing and maintaining effective working relationships with staff, County departments,

outside agencies, vendors, and the general public.

• Communicating effectively verbally and in writing. • Supervising, leading, and delegating tasks and authority.

Job Title: Office Manager Job Class Code: 1137

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Ability to:

• Learn and follow County policies and procedures. Behaviors:

• Regular, reliable attendance.

As the incumbent in this position, I have received a copy of this position description.

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Employee's Name

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Employee's Signature Date

Salary:

$6,427.72 - $8,435.42/mo. (DOQ)