Office Manager

Position Purpose/Summary

This is supervisory work involving complex clerical work and administrative support services to the departmental director. Work involves the performance of varied complex clerical work requiring participation in decision making and considerable independent judgment in regard to policy and operation based on knowledge gained through experience. Work includes responsibility for making decisions requiring knowledge of applicable rules and regulations of the department, particularly in coordinating clerical functions concerning the department and divisions within the department and the supervision of specialized clerical work. Work is performed under the general supervision of the department head or administrator through established procedures and practices by review of reports and general observations of daily operations. Supervision is exercised over clerical staff.

Essential Functions

• Supervise staff with the daily functions of licensing for firearms, events, permits and reports.
• Responsible for overseeing staff schedules and office coverage.
• Monitor employee performance and initiate corrective procedures when required, including termination of employees when necessary.
• Interview potential new hire candidates.
• Train staff on new or changing policies and procedures within the department and create training material for new and existing employees.
• Resolve issues related to customer service, license status and verification of licensing procedures.
• Conduct audits and develop process improvement plan for any performance deficits.
• Research and answer complex issues and questions regarding firearm licensing, issuing reports and permits.
• Coordinate events for the city with various departments including but not limited to the City Hall Law Department and DPW.
• Bill for overtime for SPD officers through the MUNIS system for the various federal and state agencies and collections of those funds.
• Bill for false alarms utilizing the SPD IMC system and MUNIS.
• Assist at the counter as needed.
• Perform other duties as needed

Knowledge, Skills, and Abilities

• Complete knowledge of modern office practices, procedures and functions.
• Thorough knowledge of the principles of office management and supervision and ability to apply this knowledge to work problems.
• Considerable knowledge of departmental rules, regulations, procedures and functions.
• Ability to keep complex records and to prepare periodic reports from such records.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to make decisions with considerable independent judgment in regards to departmental policies and operations, particularly in the areas of processing payrolls, contracts, council orders, accounts payable and financial statements, and in the areas of specialized divisions of the department.
• Ability to develop, plan, and install clerical procedures and operations specific to the department.
• Ability to supervise, plan, assign, and coordinate the work of small groups of clerical staff performing specialized work, or a large group of clerical staff performing routine work.

Education and Experience

• Extensive experience in complex and responsible departmental clerical work, including supervisory experience.
• Graduation from a standard high school, including or supplemented by courses in business administration or office management.

NOTICE: The following benefits are contingent upon hours worked and bargaining vs. non-bargaining agreements.

Medical/Dental/ Vision
75% City Subsidized
All health insurance plans include Dental and Vision

Retirement
Available to employees working 20+ hours per week

Paid Vacation
Earned vacation time can be taken after 6 months of service. Earned time is accrued.

Paid Holidays
All City employees receive 11 paid holidays per year.

Paid Sick Time
Full time employees are immediately eligible to begin accruing 1 1/4 days per month which can be taken after 6 months of service. Supplemental Long Term and Short disability coverage is available to employees at the employee cost.

Paid Personal Days
Use up to 3 of your accrued sick days as Personal days. Personal days cannot be rolled over into the next calendar year.

Family Medical Leave Act (FMLA)
A means for eligible employees to balance work and family responsibilities by taking unpaid leave for authorized reasons.

Training
On the job and instructor led courses available

Employee Assistance Program
Free, confidential and personal assistance to employees and their families to resolve issues that affect their personal lives as well as job performance.

Direct Deposit
Easy, convenient, and free!