Job Description

    Office Manager Business Services JobID: 2519
  • Position Type:
    Business Services

  • Date Posted:
    8/24/2023

  • Location:
    District Office

  • Date Available:
    10/05/2023

  • Closing Date:
    UNTIL FILLED

    •   TITLE: Office Manager

    CLASSIFICATION: Classified Technical and Professional Exempt

    REPORTS TO: Department Director

    SUMMARY: The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation.

    PERFORMANCE RESPONSIBILITIES:
    1. Manage executives’ schedules, calendars, and appointments
    2. Coordinate office staff activities to ensure maximum efficiency
    3. Organize orientation and training of new staff members
    4. Design and implement filing systems
    5. Ensure filing systems are maintained and current
    6. Establish and monitor procedures for record keeping
    7. Ensure security, integrity and confidentiality of data
    8. Design and implement office policies and procedures
    9. Oversee adherence to office policies and procedures
    10. Analyze and monitor internal processes
    11. Implement procedural and policy changes to improve operational efficiency
    12. Prepare operational reports and schedules to ensure efficiency
    13. Monitor and maintain office supplies inventory
    14. Handle customer inquiries and complaints
    15. Manage internal staff relations
    16. Maintain a safe and secure working environment
    17. Act as department representative in absence of Executive Director
    18. Perform other duties as assigned

    SKILLS/KNOWLEDGE/ABILITIES:
    • Proven executive administrative, office management or assistant experience
    • Excellent time management skills and ability to multi-task and prioritize work
    • Attention to detail and problem-solving skills
    • Excellent written and verbal communication skills
    • Strong organizational and planning skills
    • Proficient in MS Office
    • Knowledge of accounting, data and administrative management practices and procedures
    • Knowledge of clerical practices and procedures
    • Knowledge of human resources management practices and procedures
    • Knowledge of business and management principles
    • Computer skills and knowledge of office software packages
    • Demonstrated ability to use independent judgment to set priorities and make decisions.
    • Ability to use discretion in handling confidential information.
    • Bilingual, English and Spanish helpful, but not necessary.

    EDUCATION: High school diploma or equivalency. Professional secretarial training and some college is preferred.

    LICENSES OR CERTIFICATIONS: None

    EXPERIENCE: Proven experience Executive Administrative Assistant or Office manager

    WORKING CONDITIONS: The working environment is the normal office setting.

    TERMS OF EMPLOYMENT: Twelve-month year, Classified Technical and Professional Exempt, employee benefits in accordance with Board policies.

    EVALUATION: Performance to be evaluated in accordance with Board policy on evaluation of classified staff.


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