Office Manager Non Exempt

Administrative Coordinator

The purpose of the class to coordinate, supervise and perform all general administrative activities for the Department, ensuring effective and efficient office operations; to provide instruction and leadership of lower-level support staff, and to perform related work as required. Develops work methods that are general in nature and for which there are precedents, examples, reasonableness or a combination of factors. The class works within broad policy and organizational guidelines and does independent planning and implementation, reporting progress of major activities through periodic conferences and meetings.

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, supervises and supports the administrative functions of the Department, including general office services, customer service, accounting and budget preparation and control.

Supervises subordinate clerical staff as assigned; supervisory duties include scheduling, instructing, planning and assigning work, reviewing work, maintaining standards, coordinating activities, allocating personnel, acting on employee problems, and recommending employee discipline as appropriate. Reviews the work of subordinates for completeness and accuracy; evaluates performance and makes recommendations for improvement; offers training, advice and assistance as needed.

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

Monitors the department'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.

Supervises financial activities for the division, including assisting with collecting, recording, and balancing fees and other payments, preparing invoices, ensuring security of funds, issues refunds, and recording financial transactions for the division.

Evaluates office operations and makes recommendations for changes in policies and procedures as appropriate to enhance office effectiveness and efficiency.

Assists co-workers and managers with various administrative and clerical duties as necessary. Provides training and leadership of new staff or co-workers as assigned.

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.

Assists in coordinating division / department activities with those of other divisions, departments, agencies, and other professionals as appropriate; researches and provides agencies and individuals with department information as requested and as appropriate.

May assist in maintaining accurate, up-to-date and confidential department personnel records, including but not limited to general employee files, personnel action forms, performance evaluations, insurance benefits and worker's compensation records and claims.

Performs other complex clerical work as required, including but not limited to compiling data for reports, copying and filing documents, entering and retrieving computer data, processing daily mail, disseminating memos / information to department staff, ordering office supplies and maintaining inventory records, maintaining lists and logs, etc.

Receives and responds to employee / public inquiries, concerns and complaints and requests for assistance in areas of responsibility.

All other duties as assigned.

Involvement With Data, People, and Things

Requires coordinating or determining time, place or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities.

Requires supervising or leading others by determining work procedures, assigning duties, maintaining harmonious relations and promoting efficiency.

Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner.

Cognitive Requirements

Requires performing supervisory work involving policy and guidelines, solving both people- and work-related problems.

Requires performing addition and subtraction, multiplication and division and / or calculating ratios, rates and percents.

Requires reading journals, manuals and professional publications; speaking informally to groups of co-workers, staff in other organizational agencies, the general public, people in other organizations; presenting training; composing original reports, training and other written materials using proper language, punctuation, grammar and style.

Requires doing clerical, manual or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Vocational / Educational And Experience Preparation

Bachelor's degree in an appropriate discipline or equivalent relevant professional experience.

Must possess or be able to obtain Notary Public certification.

Must possess a valid state driver's license.

Minimum of four years of related work experience in the assigned role.

Americans With Disabilities Act Requirements

Requires sedentary work that involves walking or standing some of the time, exerting up to 10 pounds of force on a regular and recurring basis, and routine keyboard operations.

The job risks exposure to no known environmental hazards.

The job requires normal visual acuity and field of vision, hearing and speaking abilities, color perception.

Decision-making is a significant part of the job, affecting a large segment of the organization and the general public; works in a dynamic environment; responsible to assist in developing policy and practices.

ADA Compliance

Richland County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.