Office Manager I

Spotsylvania County, Virginia • Spotsylvania, VA

355d

About The Position

Under general supervision, provides staff support for the Department. Work involves entering data, preparing invoices, correspondences, and memorandums. Work also involves answering the telephone, ordering necessary supplies, assisting the general public, and taking messages as needed. Employee is responsible for tracking project expenditures, reporting and processing time sheets, as well as performance reviews. Responsibilities also include maintaining and preparing a variety of reports, records, and files. Employee must exercise considerable tact and courtesy in contact with the general public.

Requirements

• Associate's Degree with course work emphasis in Business Administration, Accounting, or a related field.
• Three (3) years of previous experience and/or training that includes secretarial, office management, bookkeeping, accounting, supervision, customer service, and personal computer operations.

Nice To Haves

• Knowledge of the policies, procedures, and activities of the County and of departmental practices.
• Knowledge of modern office practices, methods, and procedures and operation of standard business equipment.
• Knowledge of basic accounting, bookkeeping, and budgeting procedures.
• Ability to effectively supervise, motivate, and evaluate employees.
• Ability to communicate effectively with subordinates, supervisors, and the general public.

Responsibilities

• Performs office management functions; coordinates daily activities and projects of the department; handles incoming calls and screening of visitors.
• Resolves non-routine situations as seen necessary by the Division Commander; interprets and explains departmental and county policies.
• Reviews reports/documents prepared by the Division Commander and other department members for accuracy and appropriateness.
• Coordinates electronic/paper processing of a variety of documentation associated with department operations within designated timeframes.
• Performs administrative tasks in support of the department; independently prepares routine correspondences/reports.
• Processes payroll and personnel documentation; reviews time sheets for accuracy and researches discrepancies.
• Monitors inventory levels of department equipment, supplies, forms, and other materials.
• Processes invoices and other financial documentation; reviews invoices for accuracy and researches discrepancies.
• Assists with the preparation of departmental budget; compiles data for budget preparation.
• Coordinates arrangements for various meetings, which may include scheduling, preparing agendas and packets.
• Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff.
• Processes, reviews, and follows up on various departmental forms, reports, correspondences, meeting minutes, and other documents.
• Operates a computer to enter, retrieve, review, or modify data; verifies the accuracy of entered data.
• Supervises maintenance of department file/records; prepares and sets up files; sorts/organizes documents to be filed.
• Performs general clerical tasks, which may include making copies, opening/sorting incoming mail, processing outgoing mail.
• Answers telephone calls, greets visitors, and ascertains nature of business; provides assistance and information regarding department services.
• Communicates with supervisors, employees, job applicants, instructors, and other individuals as needed.
• Maintains a comprehensive, current knowledge of applicable policies; attends workshops and training sessions as appropriate.
• Manages special projects through task assignments and project timelines.
• Attends various meetings; represents the department on various committees as appropriate.
• Performs other related duties as required.

What This Job Offers

• Industry: Executive, Legislative, and Other General Government Support
• Education Level: Associate degree
• Number of Employees: 251-500 employees