Administrative Office Manager

Macon-Bibb County Government

5d

About The Position

The Administrative Office Manager is responsible for the day to day front office activities, large purchasing requests, directing and coordination office services and related activities. The following duties are representative of the work required for this job. These are not to be construed as exclusive or all-inclusive. Other Duties may be required and assigned. Manages the office area by ensuring administrative support is provided to the department. Supervises the maintenance, arrangement, layout and upkeep of the department's office area. Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions. Supervises the other administrative staff in their support of the department's operation. Responsible for facilities day-to-day operations. Participates in special department projects. Posts the department's public meeting notice and records of such meetings. Maintains the department's records and performs research on recreation business activities. Sends out meeting notices; attends the meetings, prepares minutes and maintains all documents and correspondence. Assists with preparation of the department's payroll. Monitors the department's budget. Track expenses, prepare requisitions, pay invoices, etc. Monitors and maintains daily reports including revenue from camping, admissions, boating, reservations, annual permits, and other revenue sources. Provides customer service to: public, incoming callers, county departments, news media, etc. Operates multiple telephone lines, radio frequencies and other applicable equipment to communicate information to the officers in the field. Prepares daily, weekly, and monthly revenue reports. Answers inquiries requiring interpretation of departmental policies, rules and regulations Maintains records of complaints and departmental services Establishes and maintains complex filing system Prepares cost estimates of projected quantities and costs for items to be purchased Performs data entry functions and assists in processing citizen fee for payments, if applicable Responds to information requests about departmental programs and activities. Types a variety of materials including administrative and public reports for reproduction and distribution. Attends meetings, conferences and educational fairs to disseminate and gather information for the department Compiles specifications and writes requisitions for materials and equipment used by the department Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends Trains and orient staff as needed. Performs other related work duties as assigned by the Director

Requirements

• Bachelor's Degree in Public Administration, Business Administration, or related field from an accredited college or university
• five (5) years of administrative support or experience working in an office environment, including three (3) years' experience in the administration or coordination of special projects and programs, or any equivalent combination of education and experience which provides the required knowledge, skills and abilities to successfully perform the duties and responsibilities of the position.
• Knowledge of office management roles and practices.
• Knowledge of and proficiency in Microsoft products and other relative computer literacies.
• Knowledge of mail processes such as postage machine and mail services.
• Knowledge of planning and organization in an office setting.
• Knowledge of proficiency in Campground Master Reservation System.
• Skill in effective oral and written communication.
• Ability to manage staff.
• Ability to negotiate effectively.
• Ability to effectively communicate with the public.

Responsibilities

• Manages the office area by ensuring administrative support is provided to the department.
• Supervises the maintenance, arrangement, layout and upkeep of the department's office area.
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Supervises the other administrative staff in their support of the department's operation.
• Responsible for facilities day-to-day operations.
• Participates in special department projects.
• Posts the department's public meeting notice and records of such meetings.
• Maintains the department's records and performs research on recreation business activities.
• Sends out meeting notices; attends the meetings, prepares minutes and maintains all documents and correspondence.
• Assists with preparation of the department's payroll.
• Monitors the department's budget.
• Track expenses, prepare requisitions, pay invoices, etc.
• Monitors and maintains daily reports including revenue from camping, admissions, boating, reservations, annual permits, and other revenue sources.
• Provides customer service to: public, incoming callers, county departments, news media, etc.
• Operates multiple telephone lines, radio frequencies and other applicable equipment to communicate information to the officers in the field.
• Prepares daily, weekly, and monthly revenue reports.
• Answers inquiries requiring interpretation of departmental policies, rules and regulations
• Maintains records of complaints and departmental services
• Establishes and maintains complex filing system
• Prepares cost estimates of projected quantities and costs for items to be purchased
• Performs data entry functions and assists in processing citizen fee for payments, if applicable
• Responds to information requests about departmental programs and activities.
• Types a variety of materials including administrative and public reports for reproduction and distribution.
• Attends meetings, conferences and educational fairs to disseminate and gather information for the department
• Compiles specifications and writes requisitions for materials and equipment used by the department
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends
• Trains and orient staff as needed.
• Performs other related work duties as assigned by the Director

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1,001-5,000 employees