Office Manager na Klickitat County, WA

About the Department

Position Duties

1. Coordinates and manages office operations, and establishes and implements methods and procedures for processing of documents, office equipments, contracts, supplies and files.  Ensures a smooth flow of work.  Tracks projects and timelines.
2. Verifies and enters data into specialty or standard computer programs or databases.  Maintains accuracy of information entered.  
3. Monitors, prepares and/or assists in department budget, and verifies revenues and expenses.   Assists with budget preparation.
4. Types, edits and proofs a variety of reports, forms and documents using word processing software or other computer programs.  Determines layout, formats, and other details of office correspondences and documents.   Compiles and verifies data for budget, payroll, contracts, or other statistical reports.  Composes routine business correspondence and meeting minutes.
5. Establishes, maintains, and updates files, lists, and records for computerized or manual record keeping systems.  Searches files and records for information as needed.
6. Greets and assists the public by phone or in person.  Provides general or specific information within scope of authority from knowledge of established procedures and policies, or applicable laws, rules or regulations.  Directs callers or customers to appropriate individual when necessary.
7. Receives and processes payments.  Reviews newly submitted applications for basic elements (e.g. required fees and signatures of applicant or others).  Performs calculations and records transactions.  Delivers (by mail and e-mail) licenses, permits, certificates, or other official authorizations to applicants and/or others.  
8. Provides administrative support for department or committees.  Prepares agendas and supporting materials, and takes minutes.   Schedules appointments and meetings, and arranges travel for staff as requested.  Follows up on actions as needed.
9. Prepares purchase orders, petty cash, expense vouchers, and other related requisitions ensuring proper approvals and coding.  Orders office supplies and equipment for the department, and maintains inventory.
10. Maintains petty cash fund for department.
11. Sorts and distributes mail; prepares outgoing mail. 
12. Provides back-up support for other department administrative positions. 
13. Performs other related duties as assigned. 

Minimum Qualifications

• Knowledge of principles, practices, and techniques and related tools/equipment to accomplish the basic function of this position, including any safety and/or legal requirements.   This may, but not necessarily, include specialized skills.
• Ability to manage, coordinate and/or lead office activities and to be adaptive and flexible to changing priorities to meet fluctuating deadlines.  
• Ability to multi-task, and exercise discretion and judgment to resolve problems.
• Knowledge and ability to use standard office software programs including email, word processing, spreadsheet, and/or database applications.
• Knowledge and ability to operate standard office equipment including a personal computer, telephone, facsimile machine, photocopier, or other equipment required for the position.

• Any equivalent combination of education and experience that provides the applicant with the required knowledge, skills, and abilities to perform this job.  A typical way to obtain the knowledge and abilities would be:

• High school diploma or GED and two to four years of progressively responsible clerical and/or accounting experience
• Two years of related college or business school course work may be substituted for two years of experience

Other Qualifications

1. Valid state driver’s license in state of residence
2. Specific positions may require specialized training or certification