Office Manager

Overview

Date Posted:
10/9/2019
Job Code:
OfMgrO4fr
Location:
Citizens Square
Address:
200 E Berry St
City:
Fort Wayne
Department:
Building Department
Base Pay:
$19.51/hour
Closing Date:
Open until filled
Category:
Office/Clerical

Description

 

This position is full-time, nonexempt, classified and not covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

Hours are 8:00 am - 5:00 pm; 40 hours per week; overtime as required

Under the direction of the Assistant Building Commissioner, the Office Manager is responsible for organizing and coordinating office operations and procedures to ensure organization effectiveness and efficiency including, but not limited to maintaining office services and efficiency, supervising office staff, and maintaining office records.

ESSENTIAL FUNCTIONS:

  • Responsible for directing daily office support operations including, but not limited to supervising clerical staff to meet or exceed expectations with prompt, friendly, and knowledgeable customer service, providing back-up customer service support, and creating efficient work processes.
  • Responsible for working in conjunction with the Building Commissioner and Assistant Building Commissioner to maintain Building Department information technology goals, policy and procedures.
  • Responsible for directing clerical staff performance. Oversees six (6) non-supervisory office employees including, but not limited to, counseling employees, recommending disciplinary action, ensuring personnel policies are met and making limited personnel changes.
  • Balances daily receipts with data printouts, completes deposit forms, and deposits daily receipts with the bank, and balances bank statements. Drives to other locations to pick up and receive supplies and deposits cash and checks.
  • Answers incoming calls and enters inspection data.
  • Reviews licensing paperwork approved and submitted by the Permit Specialist for accuracy.
  • Responsible for completing payroll for department personnel by verifying employees’ hour totals, trouble shooting pay issues, tracking step increases, assisting employees with updating tax paperwork, and routing information and paperwork to the Auditor’s Office.
  • Responsible for maintaining confidential personnel files and initiating documentation for Human Resources Department, Auditor’s Office, and ATOS for new hire paperwork, transfers, disability, Family Medical Leave Act (FMLA), and employee discipline or terminations.
  • Responsible for preparing requisitions and pay vouchers for office equipment and supplies for the Auditor’s Office.
  • Reviews public record requests, compiles the information, and sends the collected information to the requestor.
  • Prepares pay vouchers for Allen County Community Development Corporation (ACCDC).
  • Attends, records, and transcribes minutes from board meetings.
  • Performs all other duties as assigned, including overtime as required.

Minimum Requirements and Working Conditions

 

REQUIREMENTS:

  • High School Diploma or GED with three years or more of experience in customer service, bookkeeping, or related experience
  • Valid Driver’s License to pick up supplies and deposit money
  • Strong leadership skills to supervise and direct the clerical staff
  • Knowledge of standard bookkeeping principles and procedures to balance the daily bank statements, process payroll, and review accounts payable vouchers
  • Strong verbal and written communication skills to convey complicated information in an effective and efficient manner
  • Ability to operate standard office equipment including the computer, calculator, copy and fax machine
  • Thorough knowledge of established office practices and operating procedures, with the ability to apply regulations to specific situations
  • Ability to maintain strict confidentiality of department records and information
  • Strong management skills with the ability to assist and train others
  • Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees
  • Ability to ensure department policies and procedures are followed
  • Strong computer skills with the ability to use Microsoft Office and other job related computer software programs
  • Ability to type at least 45 WPM

WORKING CONDITIONS:

The Office Manager works in a standard office environment with the ability to move around freely with frequent sitting, typing, and attention to detail. Some walking, lifting of up to twenty pounds, bending, reaching over head, monitoring equipment, transcription/proofreading, and exposure to noise are to be expected.