Knowledgebase-Office Manager


Information Product

Title:Office Manager
Summary:Job description for the position of Office Manager for the Department of Parks and Recreation.
Original Author:MTAS
Co-Author:
Product Create Date:09/25/2002
Last Reviewed on::05/30/2017
Subject:Parks and recreation--Personnel; Personnel--Classification
Type:Job Description
Original Document:

Reference Documents:

Text of Document: JOB TITLE: Office Manager
DEPARTMENT: Parks and Recreation
REPORTS TO: Director

PRINCIPAL PURPOSE OF JOB: Independently performs the duties for managing the department office and specific areas of responsibility of the department such as the Cemetery and the Community Center. Serves as the administrative assistant to the Parks and Recreation Director by managing and performing a variety of clerical and administrative duties incidental to the operation of the office.

LEVEL OF AUTHORITY:
Performs routine and non-routine duties independently with only general direction, according to applicable City ordinances and generally known procedures and practices.
Is responsible for thoroughness, competency, and sound judgment, where failure to perform effectively and efficiently could have serious impact on departmental operations, public relations, and the efficient use of resources.

WORK ENVIRONMENT:
Work is performed primarily in a fast-paced office setting with frequent interruptions, and at the reception counter of the department with necessity to deal with various representatives of the public.


ESSENTIAL JOB FUNCTIONS
Respond to public inquiries on the telephone and at the counter of the department, for a great variety of Park and Recreation services and activities. Provide information and assistance to the public in a courteous and sensitive manner. Resolve complaints within scope of information and authority and referring to the Director or others as appropriate.
Act as office manager and coordinator. May, as directed, supervise, train, and evaluate other secretarial or clerical staff.
Manage all aspects of the Cemetery except maintenance. Areas of responsibility include, arranging services, dealing with individuals and funeral homes, completing associated paperwork and reporting, and following through to make sure all arrangements are carried out as scheduled.
Manage all details associated with rental of the Community Center, including scheduling and making arrangements, such as liquor permit, custodial services, and rental of supplies and equipment.
Maintain detailed accounting of expenditures, prepare requisitions and purchase orders, verify invoices, and order supplies and equipment.
Assist in the preparation of the departmental budget, prepare expenditure estimates, gather and organize supporting data.
Initiate and complete regularly recurring reports and standard form letters. Maintain cumulative records and make periodic audits as necessary.
Accept and account for money paid for permits, registrations, and other fees, including "unreceipted monies." Prepare cash reports and deposit money with Finance Department. Maintain departmental financial records and prepare financial reports as required.
As directed, serve as recording secretary to Park Board, attending meetings to take and transcribe minutes. Type reports, public notices, and other materials as directed. Establish and maintain filing systems for departmental records.
Generate and proofread correspondence and other written materials.
Review incoming mail and refer to the appropriate person.
Maintain records of locking system for entire City system except Public Safety.

ADDITIONAL JOB FUNCTIONS
May perform portions of the work of higher classified positions occasionally, as assigned.
May perform duties of similar complexity in any City department as required or assigned.

QUALIFICATIONS
Technical
Must have or quickly acquire considerable knowledge of the department's functions, procedures, purpose, and applicable ordinances.
Must have a sound knowledge and ability in business correspondence, and an ability to proofread for grammar, spelling, and punctuation with a high degree of accuracy.
Must have some combination of education and experience leading to requisite skills in organization and projectmanagement. Three to five years of office management or increasingly responsible secretarial/clerical experience required.
Previous experience in local government and in parks and recreation work desirable.
Some supervisory experience desirable.
Computer and word processing experience required. Must type at least 60 wpm.
Must have a valid Washington state driver's license. 8. Must be bondable. Desirable to have experience handling large sums of cash, checks, and money orders.

Physical Capabilities
Ability to sit at work station for extended periods.
Ability to stand, walk, and drive as needed throughout day.
Occasional ability to lift, carry, and put away parcels.
Ability to monitor several audible communications devices, such as telephone, fax, and radio, throughout day.

Other Capabilities
Ability to handle multiple interruptions and adjustments to priorities throughout day.
Ability to follow through on a series of steps for multiple ongoing projects to ensure project completion and coordination with a variety of individuals.
Ability to maintain a strict confidentiality.

Use of Tools and Equipment
Ability to use two-way radio and standard office equipment, such as telephone console, computer, typewriter, adding machine, dictaphone, copy machine, and fax machine.


OTHER
As an absolute condition of employment, employees are required upon hire to sign a drug-free workplace agreement and an agreement not to use tobacco products in any form, both on and off the job.
The statements contained in this job description reflect general details as necessary to describe the principal functionsof this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the work load.
Following an offer of employment, and prior to starting work, individuals must have a pre-employment physical examination by a physician designated by the City of Anacortes. The examination will be paid for by the City. Satisfactory clearance to perform essential job functions will be required for employment.