Peach County - Office Manager

Job Announcement:

Answers Department telephones; greets customers and visitors; provides customer assistance; addresses customer inquiries and complaints; retrieves requested documents; provides information regarding department programs, services and procedures; refers callers or visitors to other staff members as appropriate; and takes and distributes messages. 

 

Supports departmental operations by managing financial operations by preparing and administering departmental budgets, monitoring expenditures, preparing purchase orders and requisitions for department equipment, materials and supplies; processes all invoices for payment; assists in preparing requests for proposals and requests for bids, including data collection and preparation of specifications; prepares reports regarding departmental finances.

 

Acts as liaison with various departments concerning Public Works and Planning & Zoning issues; schedules appointments for senior staff; coordinates regular meetings with senior management to review office operations and efficiency; leads meetings conducted by management regarding office policies; identifies trends and plans for strategic development; plans special events, and reserves meeting rooms and/or manages conference room schedules.

 

Manages department revenues by collecting, recording, and processing all department revenues; accepts payments for varied fees, including application, registration, rental, or other program fees; prepares receipt; records payment; balances payment records with cash drawer; and prepares deposit slips; prepares financial activity reports.

 

Manages departmental personnel records; prepares and processes personnel transaction forms; and provides assistance regarding personnel procedures; develops and implements orientation and training program for new and current department employees; counsels employees on department policies and assists employees regarding interdepartmental and personnel procedures; counsels with employees to provide assistance, resolve problems, receive information, and to motivate and coach employees to achieve goals successfully.

 

Establishes and maintains department databases, automated files and computer records; enters and updates data in databases; researches and retrieves data from information systems; and generates reports, lists and other documents from databases; manages social media portals.

 

Composes and types letters, forms, correspondence, purchase orders, requisitions, and a variety of reports including operational, program related, financial and/or budget reports; transcribes meeting minutes; collects, researches and/or compiles information for inclusion in reports, charts, forms and other documents; and creates mailing lists, forms and other resources; prepares and distributes written communications explaining department programs, projects, and needed information.

 

Assists senior management with all hiring, recruitment, and personnel activities; receives and reviews employment applications, schedules interviews, assists in conducting employment interviews, checks employee references, assists in evaluation of applicants, and makes recommendations based on findings; prepares documentation and required paperwork after employment decision is made; coordinates scheduling of required employee training; maintains departmental personnel files and ensures security and confidentiality of records and files; assists in the preparation of documentation and research concerning employee disciplinary actions and/or employee status changes.

 

Receives various applications and administrative forms from customers and/or employees; processes permit applications; analyses zoning variance applications; processes and manages work orders; processes registration forms, reservation requests or other documents from customers and/or employees; dates and records the receipt of the documents; logs pertinent information; checks records and papers completeness and accuracy; prepares documents for processing; and prepares related correspondence.

 

Manages the preparation and maintenance of department files, correspondence, program records, legal documents, and other documents; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files; researches and processes open records requests and other requests for information.

 

Manages office inventories including office supplies, forms, and other materials; develops procedures for ensuring accountability of department equipment assigned for department use; contacts vendors to obtain quotes and price lists for department equipment and supplies; processes appropriate paperwork for procurement of equipment and supplies; receives delivered equipment and supplies and process payment of invoices.

 

Schedules appointments with department staff; makes travel arrangements; and reserves meeting rooms and/or maintains conference room schedules.

 

Receives, dates and distributes incoming mail; and prepares interoffice and outgoing mail.

 

Operates a personal computer, telephones, copiers, scanners, 2-way radios, and other general office equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

 

 

 

ADDITIONAL FUNCTIONS

 

Performs other related duties as required.

 

 

MINIMUM QUALIFICATIONS

 

High school diploma or GED with additional college level course work or vocational training in public relations, business administration, public administration or a related field; Associates Degree in a related administrative or business field preferred; supplemented by minimum three (3) years of previous administrative/clerical experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

 

 

Please direct questions regarding this position to chaley-bridges@peachcounty.net