Office Manager

JOB SUMMARY STATEMENT: Provides administrative, financial, operational, and engineering coordination support for the Public Works Department, including oversight of office staff, asset management systems, contract administration, GIS map updates, and regulatory compliance programs, while supporting the administrative functions aligned within Engineering and Operations.

DUTIES & RESPONSIBILITIES:

1. Supervises and supports office staff, including the Customer Service Clerk and Administrative Assistant positions within the operations and engineering departments ensuring high-quality service delivery to residents, contractors, and internal departments.
2. Assists with and supports departmental customer service operations, including responding to inquiries, resolving issues, and coordinating service requests.
3. Manages and oversees the department's asset management and work order system, ensuring accurate data entry, reporting, and system functionality. Creates annual report based on data.
4. Oversees the City's backflow inspection compliance program, ensuring adherence to Missouri Department of Natural Resources (DNR) requirements, tracking inspections, and maintaining required records.
5. Develops, administers, and oversees contracts, including preparation of specifications, bid coordination, contract execution, change orders, and contractor performance tracking.
6. Prepares and processes purchase requisitions, including obtaining quotes, compiling supporting documentation, and coordinating approvals in accordance with City procurement policies.
7. Monitors and tracks contract spending and departmental expenditures, ensuring budget compliance and accurate financial reporting.
8. Prepares and processes invoices, pay estimates, and financial documentation for approval and payment.
9. Assists in the development and administration of the department's annual budget, including tracking expenditures and identifying funding needs.
10. Prepares Council documents, reports, and supporting materials for meetings and presentations.
11. Coordinates and collaborates with other City departments, including Engineering, Finance, Community Development, and Water Billing, to ensure efficient operations and project completion.
12. Maintains and updates infrastructure records, including GIS mapping and asset data, ensuring accuracy and completeness of City records.
13. Assists in the development and implementation of departmental policies, procedures, and standard operating procedures (SOPs).
14. Plans and coordinates departmental and interdepartmental events, meetings, and training initiatives.
15. Researches materials, equipment, and operational practices to support informed decision-making and process improvements.
16. Communicates with developers, contractors, consultants, regulatory agencies, and the public regarding projects, services, and requirements.
17. Reviews files, records, and documentation to respond to internal and external requests.
18. Performs other duties as assigned.

This job description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required for this position.

GENERAL QUALIFICATIONS:

1. Education and Certifications – High School diploma or GED required. Associate's degree in business administration, finance, public administration, or a related field preferred. Relevant training or experience in financial systems, asset management software, GIS, or reporting tools is desirable.
2. Experience – Minimum of five (5) to seven (7) years of progressively responsible experience in administrative, financial, or public works operations support, preferably within a municipal or government setting.
3. Skills and Knowledge –
• Proficiency in Microsoft Office Suite, particularly Excel, and experience with financial, mapping software(ArcGIS), asset management, or work order systems.
• Knowledge of budgeting, financial tracking, accounts payable/receivable processes, and contract administration.
• General understanding of public works operations, construction practices, and infrastructure systems is preferred.
• Ability to interpret technical documents, plans, and specifications.
• Strong organizational skills with attention to detail and accuracy.
• Ability to establish and maintain effective working relationships with City staff, elected officials, contractors, regulatory agencies, and the public.
• Demonstrate leadership ability, including training, supervising, and supporting staff.
• Excellent verbal and written communication skills.
• Strong customer service skills with the ability to handle inquiries and resolve issues professionally.
4. Mental Requirements – Ability to analyze and interpret data, understand technical and operational terminology, manage multiple priorities, and work both independently and collaboratively in a fast-paced environment.
5. Physical Requirements – Work is primarily performed in an office environment with occasional field work. Position requires the ability to sit for extended periods, operate standard office equipment, and occasionally lift or move items up to 50 pounds. Occasional site visits may be required for inspections or field verification.
6. Supervisory Responsibility – Provides direct supervision of assigned staff, including administrative and customer service personnel. May oversee contractor performance and coordinate work activities to ensure quality and compliance with project requirements.

The duties and responsibilities listed above are representative of the work performed in this position and include the essential functions, physical and mental requirements, and working conditions necessary to successfully perform the role.