Office Manager - Dmd

Position Summary

Position provides administrative support to the Department including the overseeing the budget for the Department. Position also manages a range of administrative services including coordinating and overseeing various office components for the maximum utilization of services and equipment.

Position Responsibilities

Reviews and oversees the Departments budget monitoring expenditures through out the year.

Attends annual Budget Hearing.

Maintains appropriate records, files, and documentation relating to the Budget.

Ensures compliance with organization policies and procedures as they relate to area of responsibility.

Prepares, composes, and initiates correspondence, memoranda, presentation material, and reports for the Director/Administrator.

Organizes, implements work methods, and prioritizes workload to meet deadlines.

Answers and screens call(s) for the Director/Administrator, provides information, or redirects calls as appropriate.

Schedules and maintains calendar of appointments, meetings, and travel itineraries, and coordinates related arrangements.

Responsible for and performs as the Administrative Board Secretary.

Arranges meetings and conferences; prepares and distributes minutes of meetings.

Develops, generates, and distributes reports.

Performs timekeeping function for the Department when necessary.

Maintains the confidentiality of all information.

Plans and coordinates administrative service activities regarding support services including but not limited to; printing, mail and messenger services, telecommunications, fax, copying equipment, maintenance, and purchasing.

Oversees the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.

Oversees and plans for the furniture and office equipment for the Department.

Conducts investigations to determine comparative costs regarding office equipment.

Negotiates the purchase price of office supplies and equipment.

Issues appropriate purchase requisitions.

Plans installation of systems (ie. Computers, phones, etc.) for providing efficient workflow.

Plans and coordinates office supplies receiving, distributing, and storage.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

Qualifications

High school diploma and/or GED and a minimum of five (5) to seven (7) years of work experience in a field related to the functions of this position with a minimum of three (3) year's prior related experience in an administrative and/or position with similar responsibilities. Position requires a broad and comprehensive background of the City's operation. Position must have extensive knowledge of the City's policies and practices. Position requires Knowledge of spreadsheet(s), database(s), and other software is required. Ability to coordinate multiple projects and meet various deadlines is a must. Requires a valid Drivers License. Ability to communicate effectively in both forms - oral and written.