Office Manager

Overview

Date Posted:
2/18/2021
Job Code:
OfMgrO4Zdr
Location:
Fox Island
Address:
7324 Yohne Rd
City:
Fort Wayne
Department:
Parks and Recreation
Base Pay:
$19.19/hour
Closing Date:
Open until filled
Category:
Office/Clerical

Description

 

This position is offered a comprehensive and competitive benefits package, which includes:

  • Medical, dental, vision and more
  • Generous paid time off and holidays
  • Retirement plan with up to 5% matching

This position is full-time, nonexempt, classified and covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

Hours are 8:00 am - 4:30 pm; 40 hours/week;  Monday - Friday; overtime as required

Under the direction of the Allen County Parks Superintendent, the Office Manager is responsible for administering the daily operations of the Allen County Parks Department, including administrative and financial management, payroll and office management functions.

ESSENTIAL FUNCTIONS:

  • Manages seven cash accounts within the Allen County Parks Department including, but not limited to, monitoring, auditing and processing financial transactions from each entrance gate, educational programming, reception and gift shop purchases, donations and rental revenue.
  • Audits three accounts associated with the Allen County Treasurer’s Office and reconciles month end totals with the Allen County Auditor’s Office; reporting and troubleshooting any discrepancies.
  • Responsible for balancing fund lines monthly and preparing financial reports, following State Board of Accounts (SBOA) guidelines and GAAP principles; answering to SBOA concerning any questions, issues and/or findings.
  • Maintains accurate payroll and employee information including, but not limited to, collecting and reviewing hours, approving benefit requests, entering timecard adjustments and reconciles with the Auditor’s office after each pay period.
  • Oversees new hire onboarding and exit procedures for terminated employees, assists with creating and updating job descriptions, facilitates Short Term Disability, FMLA (Family Medical Leave Act) and Worker’s Compensation and monitors and processes step increases for each employee.
  • Supervises and directs summer gate and part time staff including, but not limited to, recruiting, hiring supervising, scheduling, evaluating, discipline and dismissals.
  • Prepares invoices and accesses Workflow to initiate the claims and employee reimbursement process, reconciles with the Auditor’s Office to generate purchase order requests, submits requests to the Purchasing Department and reconciles open purchase orders on a monthly basis.
  • Maintains, composes, updates and implements all policies and procedures for day-to-day operations of gate and reception staff, including training and procedural manuals.
  • Manages the gift shop operations including, but not limited to, ordering and setting up new products, inventory control and reporting and submitting payment of sales tax collected to the Indiana Department of Revenue.
  • Assists with the composition of in-house applications, forms and brochures and acts as the liaison for park requests for the Fort Wayne Print Shop.
  • Manages the Allen County Parks Department asset and inventory control including, but not limited to, office supplies, repairs and maintenance to office equipment, distribution and management of keys and vehicle maintenance and repair information.
  • Serves as backup to Rental Coordinator, Reception and part time staff and serves as the liaison between the Rental Coordinator and Maintenance Crew regarding event setup and specifications.
  • Acts as the staff representative in the absence of the Superintendent.
  • Attends educational trainings and seminars as requested.
  • Performs all other duties as assigned, including overtime as required.

Minimum Requirements and Working Conditions

 

REQUIREMENTS:

  • Associate’s Degree in Accounting, Finance or related field, Bachelor’s Degree preferred
  • At least three years of accounting, payroll, management or finance experience
  • Valid Driver’s License to operate a County-owned vehicle
  • Knowledge of County, State and Departmental rules, regulations and policies
  • Ability to proficiently use Microsoft Office and other job-related computer software programs including various databases
  • Strong customer service skills and ability to communicate effectively and appropriately (in written or verbal form) as well as in a courteous and respectful manner with members of the public, other staff and other agencies
  • Ability to use multi-line phone, printer, scanner, copier and other job-related equipment
  • Ability to complete a multitude of tasks in a frequently changing environment with many distractions and interruptions on a daily basis
  • Strong time management skills with the ability to work independently, set priorities and meet deadlines

WORKING CONDITIONS:

The Office Manager works in a standard office setting with the ability to move around freely with frequent sitting, some lifting of up to twenty pounds.  Some bending, squatting, pushing and/or pulling loads, reaching over head, kneeling, leaning and climbing ladders with exposure to dangerous equipment and noxious odors/fumes are to be expected.