Redc Office Manager

Description

Under the direction of Rockwall Economic Development Corporation President, this position is responsible for office administration, maintaining the office financial and corporate records, managing accounts payable, accounts receivable, and credit card processing in accordance with City of Rockwall standards, setting up and scheduling meetings, keeping pertinent minutes and ensuring organizational adherence to deadlines, maintain cleanliness and effectiveness of office, office equipment, systems and supplies, scheduling and receiving guests and prospects, assisting the President, Vice President, and Marketing Coordinator in carrying out projects including event planning, as well as communicating the Rockwall Economic Development Corporation's (REDC) mission to customers and citizens, creation and management of agendas and minutes for the Rockwall and performing a variety of professional tasks in support of assigned areas of responsibility.

STARTING SALARY - $58,000

Examples of Essential Functions

• Lead accounts payable, accounts receivable and organizational credit card processing systems at the direction of the President and City Finance Director, in accordance with City of Rockwall financial standards;

• Develop and utilize existing filing and retrieval systems for financial and business documentation purposes that are consistent with previous practices and predictable for the organization;

• Organize and distribute meeting materials for Board of Directors and Committee meetings, create and publicly post various agendas in accordance with the Texas Open Meetings Act and other pertinent state law, prepare meeting room for Board of Directors meeting and write meeting minutes;

• Maintain staff's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel as well as anticipating and resolving any conflicts;

• Plan, budget, organize, and execute occasional events at the direction of the REDC President, often times in coordination with the Marketing Coordinator;

• Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries with the goal of politely screening solicitors, answering basic organizational questions to the general public, and efficiently transferring other inquiries to the appropriate staff or outside entity;

• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies;

• Ensure operation of all office equipment and fixtures by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and systems;

• Manage relationship with landlord, as well as with contractors such as: water, shredding company, internet provider, phone provider, etc. while ensuring services are functioning and are cost effective;

• Manage office cleaning contract, and perform as needed spot cleaning service; and

• Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; printing, scanning, copying, and/or organizing information, initiating telecommunications;

• Maintain customer confidence and protect operations by keeping information confidential;

• Assist City Secretary with Open Records requests pertaining to the Rockwall Economic Development Corporation;

• Coordinate and maintain records for Rockwall Economic Development Corporation's Board of Directors.

• Review operating practices and implement improvements where necessary;

• Provide notary services for REDC

• Maintain office essentials for meetings and prepare office space and conference rooms for all meetings, including arranging catering and making coffee if necessary; and

• Make copies and scan documents into shared drive for the organization, when needed.

• Proofread staff documents

• Pick up mail from office mailbox, PO Box, and mailroom at City Hall on regular basis

• Perform outreach to local companies at the direction of the President and Vice President, on occasion, physically delivering items such as tickets and gifts

Note: The examples of essential functions as listed in this class specification are not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning specific duties not listed herein if such functions are a logical assignment to the position.

Education and Experience

REQUIREMENTS

• Training and Experience

• Must have high school diploma or GED.

• Demonstrated experience with office management, with executive support considered a plus.

• Proficient computer skills and in-depth knowledge of relevant technology and software such as Microsoft Windows, Microsoft Outlook, Microsoft Word, Microsoft Excel, Adobe Reader, Dropbox, as well as willingness to learn more industry specific software programs.

• Knowledge of standard office administrative practices and procedures. Small business, local government, or economic development office experience is preferred.

Knowledge, Skills and Abilities

• Must have excellent organizational skills to benefit both personal and organizational responsibilities

• Ability to take initiative without direction after understanding areas of responsibility, including ability to anticipate staff's needs and work to resolve administrative issues in advance on behalf of others

• Consistently follow through on tasks when given direction, without repeat prompting from the supervisor

• Willingness to follow up with others to ensure tasks are completed

• Time management skills that will aid both personal and organizational tasks

• Must be accurate, adaptable, punctual, reliable and professional

• Must be able to maintain confidentiality due to the sensitive nature of the REDC's work

• Ability to exercise sound judgment and make independent decisions in accordance with established REDC policies and procedures

• Maintain personable skill set to be utilized in the reception of Board members, guests, business executives, vendors and solicitors.

• Must possess effective problem analysis and problem-solving skills

• Previous history with accounts payable and receivable

• Excellent written and verbal communication skills

• Organization and planning skills

• Basic event planning and organizing

• Ability to perform basic research using various tools

• Diligent note-taking ability

• Detail oriented

• Ability to maintain office equipment or reach out to necessary contractors for support

• Notary Public or willingness to achieve the necessary certification

Driver's License with functional transportation (REDC will reimburse for mileage incurred on the job)Physical Conditions:

• Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, walking, picking up objects, or knelling down for a period of time; adequate speech, hearing, and eyesight;

• Must be able to operate assigned computer and general office equipment.

Environmental Conditions:

• Primarily indoor office environment working closely with others;

• Travel to and from various agencies;

• Travel within Rockwall;

• Exposure to outdoor conditions at groundbreaking ceremonies, tours, special events and programs;

• Irregular work hours on occasion, including board and committee meetings and events.

Sensory Requirements:

• Some tasks require visual perception and discrimination;

• Some tasks require oral communications ability.