Office Manager (Internal Applicants Only)

This position is responsible for a wide variety of routine clerical and administrative duties. Work includes assisting the Economic Development staff with a variety of tasks.

Major Duties

• Processes and handles department payroll;
• Greets visitors and receives and responds to inquiries verbally and in writing; directs visitors/callers to appropriate person or department;
• Provides clerical and administrative support for the Economic Development Director;
• Codes and submits purchase invoices for department; issues purchase orders;
• Organizes and maintains files, and various databases;
• Prepares statistical and financial reports as necessary;
• Processes timesheets, employee reimbursements, and worker’s compensation claims;
• Coordinates meetings for staff as needed;
• Receives, sorts and distributes mail;
• Orders general office supplies;
• Enters requisitions for department account payables and receivables;
• Assists in the purchase of new equipment;
• Coordinates meetings for economic development staff as needed;
• Assists with target marketing initiatives, including print media ads;
• Serves as recording secretary for various group meetings; attends meetings and transcribes minutes;
• Researches public records to determine legal description of properties;
• Assists with maintenance and design of department web site;
• Performs other duties as assigned.

Minimum Qualifications

Associate’s degree or minimum two (2) years of college required; knowledge of Microsoft Office Software required; three (3) years of administrative experience in a banking, mortgage company, or Chamber of Commerce environment preferred; must possess a good mathematical aptitude; general secretarial and administrative skills a plus.

Knowledge Required by the Position

• Knowledge of general office principles and practices;
• Skill in operating modern office equipment;
• Skill in computer applications for word processing, spreadsheets and presentations;
• Skill in organizing and maintaining filing systems;
• Skill in oral and written communications;
• Ability to handle multiple interruptions, adjustments to priorities throughout the day and meet critical deadlines;
• Ability to use tact and courtesy in dealing with the general public as well as various businesses and developers;
• Ability to research public records, interpret and apply information appropriately;
• Ability to transcribe reports and business correspondence;
• Ability to understand and accurately carry out oral and written instructions;
• Ability to maintain confidentiality.

Supervisory Controls: Work is assigned by the Director in terms of department goals and objectives. Work is spot-checked and reviewed for accuracy and nature and propriety of final results. Guidelines: Guidelines include department policies and procedures, city ordinances and regulations pertaining to planning and development issues. Complexity: The work consists of a variety of administrative and clerical duties. Scope and Effect: The purpose of this position is to support the efficient operation of the department through coordination of a wide variety of administrative and clerical duties. Personal Contacts: Contacts are typically with co-workers, developers, real estate brokers, design professionals, and the general public. Purpose of Contacts: Contacts are typically to give and exchange information and provide services. Physical Demands: The work is typically performed with the employee sitting at a desk. The employee uses tools or equipment requiring a moderate degree of dexterity. Work Environment: The work is typically performed in an office. Supervisory and Management Responsibility: None.