Office Manager - Police

Orange Beach, City of•Police Department, AL

About The Position

The Office Manager performs administrative, clerical, and financial duties supporting the daily operations of the department and its divisions. The role maintains efficient office operations, processes financial transactions, coordinates the departmental calendar, and supports communication. It provides high-level administrative assistance, manages purchasing and budget records, and serves as a first point of contact by answering and routing calls, greeting visitors, and directing inquiries. Additional duties may include overseeing departmental social media pages, assisting with events, and ensuring compliance with City procedures for purchasing, payroll, and records management. The position works closely and collaboratively with the Director, division supervisors, City staff, and the public. The position may supervise administrative staff within the department, if applicable. It is responsible for administrative management, financial and budget functions, facilities and operations, communication and coordination, technology and systems, and specified departmental records and reporting. Employees are expected to handle sensitive information confidentially, maintain a professional demeanor, attend meetings and professional development activities, comply with applicable policies and laws, and perform other duties as assigned. The position requires an associate or technical degree, or equivalent recent relevant full-time work experience, three years of related experience, and a current valid driver’s license. A current notary commission or ability to obtain one and one year of supervisory experience are preferred. The work is regularly performed indoors near video displays, with a usually moderate noise level. The employee regularly sits, uses hands, reaches, and talks or hears; occasionally stands and walks; and regularly lifts or moves up to 10 pounds and occasionally up to 25 pounds.

Requirements

Associate or technical degree, or equivalent recent relevant full-time work experience at a rate of one year of work experience for each year of college.
Three years of related experience.
Current and valid driver’s license.
Willingness to work overtime as required by the supervisor.
Strong understanding of administrative and financial procedures within a municipal government setting.
Skill with Microsoft Office Suite, Google Workspace, and social media management tools.
Knowledge of City purchasing, budgeting, and human resources procedures.
Ability to draft professional correspondence, reports, and Council documentation.
Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
Strong interpersonal communication and customer service skills.
Ability to work collaboratively with staff at all organizational levels and with the public.
Ability to make decisions within the scope of authority in a supervisor’s absence.
Ability to perform essential duties satisfactorily, with reasonable accommodations available for qualified individuals with disabilities.

Nice To Haves

Current Notary or ability to obtain one.
One year of supervisory experience.

Responsibilities

Oversee daily office operations and manage office supplies and inventory.
Maintain departmental computer-system records, files, and a uniform filing system; serve as custodian of department records.
Handle correspondence, schedule meetings, manage calendars, and prepare reports, presentations, and documents.
Submit materials to regulatory agencies when applicable and assist with departmental personnel records and Administrative Assistant duties as needed.
Manage the office budget, track expenses, and submit invoices for approval.
Purchase and procure operational and office supplies; complete, log, submit, and maintain requisition records.
Manage vendor contracts and service providers.
Manage monies received through the department, balance and submit travel and training receipts, and maintain credit cards and their release and accountability.
Maintain and update personnel records, including evaluations and pay increases.
Coordinate maintenance and repairs, ensure office equipment is functional, manage office space and seating arrangements, and ensure health and safety compliance.
Act as a point of contact between departments, communicate policies and updates, and coordinate events, meetings, and departmental functions.
Liaise with citizens, vendors, and external partners; greet and assist guests.
Manage office software and systems, coordinate assistance with technical issues, and ensure data security and records-management compliance.
Maintain records and reporting for APOST certifications, training, hirings, and separations.
Notarize and mail AST 60 forms and DL requests for pickup from the State.
Maintain and update the chain of command board and resource-management allocation and collateral duties of the department.
Oversee departmental social media pages and assist with events, as needed.
Handle sensitive information confidentially, maintain professional conduct, attend meetings and professional development activities, comply with City and departmental policies and applicable laws, and perform other assigned duties.
May supervise administrative staff within the department, if applicable.