Office Manager bei Boone County Fiscal Court

Description

Job Summary

An employee in this class is responsible for the general office manager duties under the direct supervision of the Parks and Recreation Director.

Major Essential Duties

• Assist the Parks Director in budget preparation, budget monitoring and general budget matters
• Receive inquiries directed to the Park Director, respond to inquiry calls and set up appointments for the Director and other parks personnel when appropriate
• Read and review correspondence, records, forms, and other materials, keep files including personnel files, summarizing and updating same for review of the Park Director
• Authorization to request requisitions and purchase orders within guidelines of the County’s Procurement Policy and approval by the Parks Director
• Process all bills, invoices, and statements pertaining to the administrative and maintenance operation of the parks department
• Analyze and prepare monthly, annual and specialized reports as needed by the Parks Director
• Maintain a considerable knowledge of modern office equipment, computers, and computer software as needed by the department
• Authority to authorize a purchase in emergency situation
• Attend all staff meetings; prepare appropriate agenda
• Handle petty cash and general bookkeeping duties
• Supervise, assign, and train clerical staff and some seasonal staff; such as Park Attendants
• Assist in selecting and recommending hiring of clerical and some seasonal staff
• Develop and write policy pertaining to clerical operation for approval by the Parks Director
• Maintain schedules and appointments for management personnel.
• Maintain accurate files and expenditure records.
• Manage shelter reservation system.
• Receive visitors
• Answer telephone and distribute calls to appropriate staff
• Give information and referrals to the general public

Minor Essential Duties

• Ability to work under limited supervision.
• Performs related duties as required

Supervisory Responsibilities

• None

Job Summary

Oversees administrative operations for the Parks and Recreation Department. Provides high-level support to the Director, manages budgets and records, supervises clerical staff, and serves as a key liaison between the department and the public.

Major Essential Duties

• Assist in preparation, tracking, and reporting of department budgets.
• Manage department correspondence, scheduling, and inquiries for the Director and staff.
• Process invoices, bills, purchase orders, and petty cash per County procurement policies.
• Prepare monthly, annual, and specialized reports.
• Maintain organized files, including personnel and financial records.
• Supervise, assign tasks, and assist in hiring and training clerical and seasonal staff.
• Develop and recommend clerical procedures and policies.
• Oversee the shelter reservation system and manage calendars for department leadership.
•  Receive visitors, answer phones, and provide general public assistance.

Minor Essential Duties

• Participate in staff meetings and prepare agendas.
• Exercise sound judgment during emergency purchases.
• Perform related duties as assigned.

Supervisory Responsibilities

• Provides occasional oversight and direction to clerical and some seasonal staff.

Relationships

• Reports to the Parks and Recreation Director.
• Coordinates with internal departments, vendors, and the general public.

Relationships

• The Office Manager performs duties within the Parks and Recreation Department, under the direct supervision of the Director of Parks and Recreation

Requirements

Qualifications

Education and/or Experience

• High school diploma or equivalent required.
•  Minimum five years of administrative or office management experience, preferably in a government or public service environment.

Language Skills

• Ability to read, analyze and interpret policies, procedures, professional publications, governmental regulations, financial reports, and legal documents
• Ability to respond to sensitive inquiries and complaints from regulatory agencies, business community members, and suppliers of goods and services
• Ability to write reports, business correspondence, and policy and procedure documents
• Ability to make effective presentations on complex topics to employees, business committee members, elected officials or other members of government organizations
• Ability to display strong oral, written, and listening skills

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals.
• Ability to compute ratio and percent, and to draw and interpret graphs
• Ability to apply concepts of algebra and statistics as needed

Reasoning Skills

• Solve practical problems while dealing with several abstract and concrete variables
• Interpret an extensive variety of complex technical and instructional information
• Make decisions which serve the best interest of the County and impact on the areas over which authority is exerted

Certificates, Licenses, Registrations

• Possession of a valid driver’s license and reliable transportation required

Other Knowledge and/or Skills

• Must possess good verbal and written communication skills. Computer skills are necessary and must be physically able to perform tree planting, etc  

Manual Dexterity

• Regular use of hands for typing, filing, and data entry.

Physical Demand

• Regularly sits, talks, and uses hands throughout the workday.
• Occasionally lifts up to 25 pounds and may stand or walk short distances.
• Vision requirements include close, distance, and peripheral vision, with depth perception.

Work Environment

• Primarily office-based with moderate noise levels.
• Subject to varied indoor climate and occasional outdoor exposure.

Comments

• Must display the following:
• Positive communication
• Objectivity 
• Willingness to solve problems
• Commitment to serve the county’s best interests
• Adherence to the applicable provisions of the Department Rules and Regulations, the Personnel Policy Manual, the Boone County Administrative Code, the Kentucky Revised Statutes, and any other procedures, rules, regulations, and polices set forth by appropriate authorities
• Must have personal integrity and remain free of felony convictions
• Must maintain confidentiality when required 
• Must be 18 years or older
•  Must be bondable.

Hours:

• Standard 40-hour work week (Monday-Friday 8AM-5PM)
• Some weekend/evening hours will be required, as the need arises