Manager Of Office Administration

ESSENTIAL TASKS

The tasks listed below are those that represent the majority of the time spent working in this class. Management may assign additional tasks related to the type of work of the class as necessary.

Coordinates and supports assigned administrative functions of the Solid Waste & Recycling Divisions including general office services, customer service and records management.

Provides first-line HR administrative support to Division employees. Duties to include the preparation of personal action and disciplinary action form, etc. Maintains the county's applicant software for the Division.

Monitors the Division's service programs; plans and implements regular reporting, collection of data, preparation of documents; prepares related reports. Processes standard work requests for employees and managers.

Organizes work tasks, determines methods of gathering information, and directs routine data collection and research activities.

Assign by department as a member of the FOIA (Freedom of Information Act) Work Group. Duties to include reviewing, researching and responding to FOIA requests received by the Richland County Ombudsman. Must be thoroughly familiar with the organization and missions of all the Divisions within the Department.

Monitors the Division's annual budgets and grant program budgets; processes accounts payable and receivable; prepares billing invoices; reconciles accounts, and prepares related financial records and reports. Interprets financial reports, and provides information for budget reports.

Responsible for cash balances. Supervises financial activities for the Division, including assisting with collecting, recording, and balancing fees and other payments, preparing invoices, ensuring security of funds, and recording financial transactions for the Division.

Manages and procures Division's services, products, and acquisitions; communicates with vendors to resolve billing discrepancies and to expedite orders

Responsible for Division's supply warehouse; manages the acquisition of divisional materials, equipment, supplies and services.

Monitors the Division's Capital Improvement Projects (CIP) program

Manages the Division's purchase card system

Manages the Division's communication systems

Manages the Division's uniforms and equipment

Monitors and maintains Division's website and app

Manages travel planning and schedules classes/school training for Division employees

Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiency.

Provides general administrative and secretarial support to senior staff, performing such duties as scheduling and coordinating meetings and appointments; compiling data for reports and studies; composing and/or preparing routine and confidential reports and correspondence; making travel and accommodations arrangements, etc.

Manages conference room schedule.

Establishes and maintains effective and efficient record-keeping systems.

Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists office visitors.

Maintains contact with field personnel; transmits information regarding assignments and/or emergency situations.

Communicates with customers, contractors, engineers, regulatory authorities, other County departments and other agencies to obtain and/or provide information pertinent to department operations; researches records, maps, policies and procedures, etc., to obtain information as requested.

Performs other routine clerical work, including but not limited to preparing / typing reports and correspondence, proofreading correspondence and other documents, maintaining bulletin boards, copying and filing documents, sending and receiving faxes, entering and retrieving computer data, assembling materials, processing daily mail, etc.

Receives and responds to inquiries, requests for assistance and concerns from other County departments, agencies, organizations, professionals and the public.

Attends staff, committee and County meetings as required.

Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.

VOCATIONAL/EDUCATIONAL PREPARATION:

Requires Associate's degree or specialized training that is equivalent to satisfactory completion of two years of college education with emphasis in office management, secretarial science, business or a closely related field.

SPECIAL CERTIFICATIONS AND LICENSES:

Must possess a valid state driver's license.

EXPERIENCE REQUIREMENTS:

Requires over two years and up to and including four years