Office Manager - Communications

Under general supervision of the Director of Communications & Media Relations, the Office Manager performs and coordinates administrative projects, research, analytical studies and special projects and manages the documentation of the department's personnel and operational policies and procedures. Assists in establishing and monitoring the Annual Budget.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by the incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

Essential Job Functions:

• Responsible for processing MUNIS entries for department purchasing, budget transfers and for obtaining proper quotes for purchasing department equipment and services.

• Reviews and prepares payments for contracted services, tracks payments against contracted services and services provided.

• Reviews and prepares payment documentation for all contract and professional services, tracks payments of all services provided, and keeps record of annual renewal of services due dates and service dates in relation to the Fiscal Year.

• Able to proofread text and data to provide accurate information.

• Coordinates and ensures department compliance with city policies, procedures.

• Coordinates the internal training processes of the department's employee life cycle include hiring, on-boarding, training, separation.

• Documents change management policies and procedures for system stability and communication of changes to different users.

• Assists department with business process evaluation and documentation.

• Oversees maintenance of office records, coordinating with City Secretary regarding record retention, filing systems, protection and security of files & records and transfer/disposal according to retention schedules.

• Oversees preservation of newspaper clippings for historical purposes.

• Performs administrative tasks such as screening, routing and answering correspondence, assisting the public by investigating and resolving problems and/or complaints., training employees on departmental procedures.

• Coordinates and ensures the maintenance and upgrading of applicable technological systems, software, applicable office equipment and/or databases in assigned area of responsibility.

• Trains employees on departmental procedures.

• Oversees the daily operations for the department by ordering office supplies, maintaining the supply inventory record, and updates calendars.

• Responsible for maintaining the general appearances of the office and storage areas.

• Maintains the asset inventory listing and reviews the annual report to ensure assets are accounted for in the Department.

• Manages and oversees the biweekly timekeeping/payroll process for the department ensuring that approvals are processed before the payroll deadline every two weeks.

• Serves as timekeeper for all personnel within the Department with KRONOS software as required.  Records and stores all staff vacation request approvals electronically.

• Schedules and coordinates department wide staff "Team Building" events and assists director with annual staff development training workshops.

• Maintains and records the Media Relations Contact document for the Director.

• Assists with response to Public Information Requests with appropriate city departments.

• Develops and maintains positive working relationships with vendors, customers, other agencies.

Other Important Duties:

• Works with Application Support Team to resolve configuration process issues with existing systems and trains users when needed as a resource.

• May be required to work outside regular working hours.

• Travels to attend meetings, and training.

• Performs other related duties as assigned.

• Regular and consistent attendance for the assigned work hours is essential.

Required Knowledge and Skills:

• Knowledge of public sector practices and principles.

• Knowledge of city policies and procedures.

• Knowledge of federal, state, and local laws, statutes, and regulations related to the field of public sector contracts.

• Ability to review contract documentation for discrepancies and conformance to standards.

• Ability to track funding and expenditures of contracts.

• Ability to communicate effectively and clearly, both orally and in writing.

• Ability to identify problems and propose solutions in a timely manner.

• Ability to gather and analyze data and draw conclusions; presents data and other information in a clear and logical manner.

• Ability to handle a wide variety of tasks and projects with minimal supervision and direction.

• Ability to handle confidential information in a responsible manner.

• Skill in resolving customer complaints and concerns.

• Skill in effectively reviewing work and providing technical assistance to assigned staff.

• Proficiency in the use of computers and knowledge of computer applications including Microsoft Excel, PowerPoint and Word.

Preferred Education, Experience, and Certifications:

• Education and experience equivalent to a Bachelor's degree plus two years experience.

• Must pass pre-employment drug screen, criminal background check and MVR check.

• Must possess valid State of Texas Drivers License

Environmental Factors and Conditions/Physical Requirements:

• Work is performed in an office environment.

Physical Demands:

• This work typically requires the following physical activities to be performed.  A complete description of the activities below is available upon request from Human Resources.