Office Manager ~ Human Services

Tooele County•Tooele, UT

3d•Onsite

About The Position

The Office Manager provides comprehensive administrative, operational, and programmatic support to ensure the efficient functioning of the department. This position serves as a central point of coordination for office operations, financial and grant administration, records management, and leadership support. The Office Manager plays a key role in maintaining organizational systems, supporting compliance requirements, facilitating communication, and enabling data-informed decision-making. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Assist the Department Director with daily office operations, including facilities coordination, supplies, records management, and administrative systems. Develop, implement, and maintain office procedures to improve efficiency, consistency, and accountability. Prepare professional correspondence, reports, presentations, and other departmental documents. Coordinate calendars, meetings, agendas, and logistics to support department leadership and program operations. Maintain accurate electronic and hard-copy records in accordance with retention and compliance requirements. Perform financial support functions, including processing invoices, preparing purchase orders, maintaining expense records, and managing cash deposits. Facilitate internal communication and coordination between leadership, staff, and partner departments. Track deadlines, deliverables, and administrative workflows across departmental programs and initiatives. Maintain confidentiality and ensure the security of sensitive and protected information. Assist with data collection and basic reporting to support performance monitoring and informed decision-making. Administer grant funding in accordance with requirements and obligations; generate reports and assist with data evaluation for both inbound and outbound grant funding. Support special projects and provide backup administrative support as needed.

Requirements

Knowledge of general office administration practices, records management, and organizational systems.
Knowledge of basic financial and procurement processes, including invoicing, purchasing, expense tracking, and documentation requirements.
Working knowledge of grant administration principles, including compliance, reporting, and documentation requirements.
Strong organizational and time-management skills, with the ability to manage competing priorities, track deadlines, and maintain accuracy across multiple workflows.
Proficiency in standard office software and technology, including word processing, spreadsheets, email, shared document platforms, and enterprise systems used for bookkeeping and payment processing.
Ability to prepare clear, professional written communications, reports, and presentations.
Ability to collect, organize, and summarize data to support reporting and informed decision-making.
Ability to establish and maintain effective working relationships with leadership, staff, partner departments, and external stakeholders.
Strong attention to detail and commitment to accuracy in financial, administrative, and recordkeeping functions.
Ability to work independently, exercise sound judgment, and take initiative while operating within established policies and procedures.
Demonstrated aptitude for improving administrative processes and implementing efficient systems.
Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
Associate degree with an emphasis in business, finance, public administration, or office management.
Four to six (4-6) years of experience related to the above duties; general office practices; and progressive office management and administrative duties including bookkeeping, budgeting, technical writing, and strategic planning.
Must possess a valid Utah driver's license with no DUI's/ARR's in the past five (5) years and no more than two (2) moving violations within the past 24 months.

Nice To Haves

Bachelor's degree in a related field preferred.
Project Management Professional (PMP) or related certifications preferred.

Responsibilities

Assist the Department Director with daily office operations, including facilities coordination, supplies, records management, and administrative systems.
Develop, implement, and maintain office procedures to improve efficiency, consistency, and accountability.
Prepare professional correspondence, reports, presentations, and other departmental documents.
Coordinate calendars, meetings, agendas, and logistics to support department leadership and program operations.
Maintain accurate electronic and hard-copy records in accordance with retention and compliance requirements.
Perform financial support functions, including processing invoices, preparing purchase orders, maintaining expense records, and managing cash deposits.
Facilitate internal communication and coordination between leadership, staff, and partner departments.
Track deadlines, deliverables, and administrative workflows across departmental programs and initiatives.
Maintain confidentiality and ensure the security of sensitive and protected information.
Assist with data collection and basic reporting to support performance monitoring and informed decision-making.
Administer grant funding in accordance with requirements and obligations; generate reports and assist with data evaluation for both inbound and outbound grant funding.
Support special projects and provide backup administrative support as needed.