Office Manager - City Secretary's Office

City of Frisco • Frisco, TX

4d • Onsite

About The Position

Under general supervision of the City Secretary or the Deputy City Secretary, the Office Manager oversees the daily operations for all the City Secretary’s Office, coordinates administrative projects, and completes special projects. Supervise assigned administrative staff, including temporary staff and interns. The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

Requirements

• Knowledge of public sector practices and principles.
• Knowledge of City policies and procedures.
• Ability to understand and interpret laws, rules, and regulations.
• Ability to track funding and expenditures of contract.
• Ability to communicate effectively and clearly, both orally and in writing.
• Ability to identify problems and propose solutions in a timely manner.
• Ability to gather and analyze data and draw conclusions and present data and other information in a clear and logical manner.
• Ability to handle a wide variety of tasks and projects with minimal supervision and direction.
• Ability to handle confidential information in a responsible manner.
• Skill in resolving customer complaints and concerns.
• Skill in effectively reviewing work and providing technical assistance to assigned staff.
• Skill in designing/creating quality documents.
• Proficiency in the use of computers and knowledge of computer applications including Adobe Creative Suite, Photoshop, Microsoft Excel, Publisher, PowerPoint, Outlook, and Word.
• Proficiency in the use of Adobe Acrobat Professional computer applications to create books and flyers for online publication.
• Must be a Notary Public.
• Must be able to obtain and maintain CJIS Certification.
• Must pass pre-employment drug screen, criminal background check and MVR check.
• Must possess a valid State of Texas Driver’s License.

Responsibilities

• Processing MUNIS entries for department purchasing, budget transfers and for obtaining proper quotes from purchasing department for equipment and services.
• Tracking and preparing payment requests for all contracts, consultants, and special projects.
• Inputting personnel performance reviews and personnel actions in MUNIS and for the smooth onboarding and separation of staff through HR.
• Updating department procedure manual and all documentation.
• Assisting staff and director in coordinating and preparing reports, agenda items and materials for council meetings and other meetings as assigned with On-Base.
• Establishing and maintaining systems and procedures for records management and storage, coordinating regarding record retention, filing systems, protection and security of files and records and transfer/disposal according to retention schedules.
• Performing administrative tasks such as calendaring, screening phone calls, routing, and answering correspondence, assisting the public by investigating and resolving problems and/or complaints and training employees on departmental procedures.
• Coordinating and troubleshooting technological issues and ensuring the maintenance and upgrading of applicable technological hardware and office equipment, including scanners, printers, and shredders.
• Coordinating annual purchasing of department computers and hardware equipment.
• Developing and maintaining positive working relationships with vendors, customers, other agencies, and all staff.
• Overseeing the daily operations for the department including supply inventories, scheduling, and time off calendars.
• Maintaining the general appearances of the offices, work room, and staff kitchen area.
• Processing incoming mail by routing to appropriate personnel for processing.
• Maintaining timekeeping records and serving as timekeeper for all personnel within the Department with KRONOS software as required.
• Monitoring budget expenditures, preparing budget justifications and narratives.
• Consulting, troubleshooting, and recommending budget transfers.
• Assisting City Secretary and Deputy City Secretary with updating various presentations as needed.
• Serving as a Notary.
• Working some outside regular working hours.
• Traveling to attend meetings, conferences, and training.
• Performing other related duties as assigned.
• Maintaining regular and consistent attendance for the assigned work hours.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level