Office Manager, Community Development
The City of Woodstock, Georgia is seeking an Office Manager for the Community Development Department. This full-time position provides direct support to designated senior-level management for their department and will coordinate and perform a diverse set of complex clerical and administrative support work and office management tasks to ensure the department and its functions operate smoothly and efficiently. Work occurs in a fast-paced environment and requires balancing multiple priorities and deadlines. This position serves as a member of the department’s leadership team.
Job Responsibilities:
- Serves as clerk to the Planning Commission, including organizing meetings and preparing meeting minutes.
- Prepares legal notices and tracks and meets a variety of legally mandated timeframes for planning-related processes.
- Processes invoices, reconciles credit cards, reviews vendor statements, creates purchase orders, and works with updating Finance about new vendors working with the department.
- Assists in procurement and budgetary oversight activities including coordination of annual department budget preparation and ongoing department budget management and administration.
- Oversees and administers automated timekeeping access for personnel of the Department to include but not limited to: reviewing employee payroll sheets; correcting missed punches; ensuring holiday and overtime pay is properly recorded; confirming appropriate entry of personal leave usage; and reviewing leave of absence paperwork prior to submission by required City deadlines.
- Receives the public in person and via phone and email; answers questions; responds to inquiries from employees, customers and others; refers inquiries to appropriate staff; and takes messages as required.
- Coordinates administrative personnel processes, including the documents and Personnel Action Forms needed for onboarding and offboarding or changes in status of department employees with Human Resources and IT departments.
- Performs research and records retrieval; assists in compilation and preparation of department records; and compares data and information as directed, including responding to assigned Open Records requests per the Open Records Act.
- Maintains department personnel records and forms.
- Oversees and administers automated timekeeping access for personnel of the Department to include but not limited to: reviewing employee payroll sheets; correcting missed punches; ensuring holiday and overtime pay is properly recorded; confirming appropriate entry of personal leave usage; and reviewing leave of absence paperwork prior to submission by required City deadlines.
- Maintains paper and electronic filing systems (e.g. sorting, verifying, filing, and/or retrieving documentation)
- Prepares and maintains records, reports, manuals, booklets, requisitions, purchase orders, and related documentation; types and edits reports, correspondence, memoranda, and other materials from copy, rough draft, or general instructions; and reviews documents for completeness; and copies documents.
- Maintains appointment calendars and scheduling for the department leadership.
- Prepares records such as notices, minutes, and resolutions for assigned committees and meetings.
- Serves as a member of internal employee committees and attends meetings as assigned.
- Prepares and manages routine and confidential administrative correspondence, materials, forms, and other documents with a high degree of accuracy, confidentiality, and discretion and in a timely and orderly manner. Ensures accurate and up-to-date records for department reports, financial documents, and employee files.
- Oversees the acquisition, distribution, and storage of department supplies and shared support services such as mailing, printing, and copying; security; and cleaning and maintenance.
- Identifies opportunities for cost savings, better efficiency, or other improvements; recommends and implements policy or process changes as appropriate in collaboration with Department Director, Department Managers, City Management, and key staff for smooth operation of the department.
- Manages Workers’ Compensation for all department staff and works with Human Resources to ensure processes and procedures are carried out and all documentation is collected and submitted.
- Manages assigned tasks to consistently meet deadlines, handle rush projects, handle multiple priorities, and effectively function under time constraints.
- Prepares presentations for the public as needed for Department Managers and Director.
- Handles customer/citizen inquiries and complaints and works to resolve any issues that may arise.
- Collaborates with senior leadership to align the goals and objectives of the department with those of the organization as a whole.
- Assists with handling of fleet vehicle records, including maintenance records, emissions, purchase of equipment tags, etc.
- Serves as an essential staff person in the event of any emergency operation involving City emergency services response units which activates the Emergency Operations Center (EOC).
- Performs other related duties as assigned.
Education & Experience:
An Associate degree with courses in general office practices is preferred. Three (3) years of related work experience or equivalent combination of education and experience is required.
Licenses or Certifications:
Requires a valid State of Georgia driver’s license and ability to obtain State of Georgia Notary credential.
Necessary Knowledge, Skills, and Abilities:
- Knowledge of computers and common business software such as Microsoft Word, Excel, and PowerPoint.
- Knowledge of, and/or ability to learn, complex database software for financial tracking and permit/plan review functions.
- Knowledge of modern office practices and procedures.
- Knowledge of providing complex and specialized support for a senior level administrator.
- Skill in typing at 65 words per minute.
- Skill in operating office tools and equipment.
- Skill in researching and organizing data.
- Skill in exercising discretion and confidentiality.
- Skill in communicating, both verbally and in writing.
- Skill in using a computer and modern office machines.
- Ability to meet and deal with the public.
- Ability to handle challenging situations.
- Ability to evaluate, audit, and assess data using established criteria.
- Ability to develop a clear understanding of the Georgia Open Records Act.
- Ability to develop a clear understanding of City policies and procedures.
Physical Demands:
The work is sedentary work and requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required: balancing, crouching, feeling, manual dexterity, grasping, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.
Work Environment:
The work environment is mainly an office setting.
Link to Apply
https://secure6.saashr.com/ta/6195271.careers?CareersSearch=&lang=en-US