Office Manager bei City of Frisco, TX

About the Department

Summary: Under general supervision of the Business Services Manager, 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.  Oversees the daily scheduling and assignments of activities for the department’s administrative staff. Supervises assigned staff.

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.

Position Duties

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.
• Monitors budget expenditures, prepares budget justifications and narratives.  Consults, troubleshoots, and recommends transfers with division managers regarding funding issues or discrepancies.
• Prepares, posts and distributes meetings agendas, packets, narratives, materials and minute for board meetings and other meetings as assigned. 
• Reviews the Monthly Council Report and prepares appropriate materials for the Director or designee to present at City Council and all department Board meetings.
• Oversees employee performance reviews and personnel action entries in MUNIS, assists with entering job descriptions in applicant tracking system and ensures successful onboarding process for new hires and terminations of staff through Parks and Recreation.
• Oversees the biweekly timekeeping/payroll process for the department ensuring approvals are processed before the payroll deadline every two weeks.
• Conducts the contract instructor background checks and ensures the contract instructor payroll is processed every week.
• Coordinates annual purchasing of department computers and hardware equipment.
• Assists division managers in researching, developing, and formulating the department budget.  Also, responsible for scheduling and coordinating department budget review meetings.
• Assists in hiring decisions regarding assigned staff; provides or coordinates administrative training.
• Evaluates supervised staff and prepares performance reviews; counsels subordinates regarding disciplinary and other problems, prepares appropriate documentation; recommends disciplinary action up to and including termination.
• 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.
• 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.
• Responds to Public Information Requests with appropriate City departments.

Other Important Duties:

• Serves as Notary to notarize necessary documents.
• May be required to work some outside regular working hours.
• Travels to attend meetings, conferences and training.
• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is essential.

Minimum Qualifications

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.
• Knowledge of City policies and procedures.
• 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.

 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.

Other Qualifications

Environmental Factors and Conditions/Physical Requirements:

• Work is performed in an office environment.
• May be exposed to hostile or angry employees and customers.

Physical Demands: