Office Manager

This is a responsible, varied and complex administrative position in DPW Projects Department involving considerable administrative detail and interaction with the public. This position requires strong organizational skills and must possess a creative and positive attitude. This individual must have the ability to plan, organize and perform complex tasks with minimal supervision. Direct supervision is provided by the Manager of DPW Projects and Inspections. The incumbent supervises the administrative activities of Project Inspectors and coordinates the daily activities of the Projects Office. The incumbent in this position is considered an "essential employee" and must be able to respond to emergencies outside normal business hours as necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Processes/tracks/organizes all Public Works Agreements/Sureties issued to guarantee completion of improvements through the construction phase until such time as release and/or acceptance of improvements into the City system is given.
• Processes/tracks/organizes all Forest Conservation Agreements covering short-term planting of required afforestation/reforestation to building/construction projects.
• Maintains data-base system for all construction-related agreements (Public Works, Forest Conservation, Utility, etc.).
• Assists in preparation of Bids/Proposals for consulting and/or construction projects.
• Assists with CIP and/or other City projects, to include set-up/maintenance/organization of files, purchase order tracking, preparation of change orders and processing of payments.
• Assists Projects Department inspectors in preparation of correspondence, punch lists and other administrative needs as it relates to their daily inspection needs/duties.
• Maintains tracking system for engineering, planning, and utility permit reviews performed by inspectors.
• Prioritizes responsibilities by organizing tasks, deadlines and department needs in order of significance and/or importance.
• Prepares/processes/maintains payroll records to include employee vacation, sick or other leave time.
• Tracks safety and/or other training required and/or received by Projects Department personnel.
• Tracks budget for the Projects Department, to include preparation for yearly budget needs, processing of any budget transfers, etc.
• Processes requisitions for purchase of stock and/or other materials, training, professional services, etc. for the Projects Department through the City's financial/purchasing procedures using the Innoprise Financial program.
• Assists with scheduling meetings, agenda/minute preparation.
• Performs research, as needed and/or requested, relating to development, contract and/or agreement history and/or tracking of old records to assist in determining current status of public utilities, sureties posted with the City and/or Public Information requests.
• Attends meetings, as requested, to include (1) Employee Safety Committee; (2) Management Safety Committee; (3) DPW/Administrative Employee Committee.
• Utilizes computer software programs (i.e. Microsoft) to create spreadsheets, correspondence, documents, presentations, meeting notices/tasks, forms, etc., relating to development, CIP construction and/or design projects.
• Maintains Projects Department Inspection DOGs (Department Operating Guidelines), making changes, when approved and/or as needed.
• Performs general office duties to include filing, copying, faxing, scanning, e-mailing, answering phones, etc.
• Operates a vehicle on a regular basis, observing legal and defensive driving practices.
• Performs other duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED EDUCATION AND/OR EXPERIENCE:

• High school diploma.
• Five (5) years of administrative experience, preferably in a civil engineering office.

REQUIRED CERTIFICATES AND/OR LICENSES:

• Vehicle Operator's license with satisfactory driving record that meets insurability standards of the City's insurance carrier is required. The employee must maintain the license for the duration of their employment.

REQUIRED SKILLS:

• Knowledge of office practices, procedures and machines.
• Ability to interact professionally with DPW Projects' customers utilizing verbal, written and electronic means.
• Ability to create and maintain documents using Microsoft Office (Access, Word, Excel, PowerPoint).
• Ability to maintain and organize complex records.
• Ability to type a minimum of 65 wpm.
• Ability to compose letters and reports.

OTHER DESIRABLES:

• AA Degree in Business Administration

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by the incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit or stand for long periods of time. The employee is regularly required to stoop, kneel or crouch. The employee will be required to occasionally visit active constructive sites. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

WORK ENVIRONMENT/CONDITION: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.