Office Manager

City of Dayton•Dayton, OH

About The Position

The Office Manager performs confidential administrative and secretarial work under general direction. Work quality is important to projecting a responsive and favorable image of top-level City management. The incumbent reviews incoming correspondence and uses judgment and experience to process or route routine matters. The Office Manager meets daily with the director or executive to discuss matters and provide analysis or background information for practical, sound suggestions and recommendations. The role composes memos and letters, handles a large volume of requests and reports, and may supervise subordinate clerical positions. Secretarial duties include typing letters, memos, reports, and other correspondence; taking dictation; scheduling meetings and notifying participants; maintaining appointment calendars; preparing documents and materials for meetings; answering telephone calls and questions; and responding to questions about procedures and policy. Additional duties include preparing and distributing the employee newsletter, monitoring travel requests, providing backup support for absent clerical staff, and performing other assigned duties. The incumbent establishes filing and other office systems and trains and assists clerical personnel in using and maintaining them. The role requires extensive knowledge of modern office practices and procedures, a thorough knowledge of City government activities, awareness of City policy, and discretion and sound judgment when handling confidential matters. Applicants must meet one of the following qualification pathways: a bachelor's degree in Business, Finance, or a related field and two years of general staff support experience; an associate's degree in Secretarial Science, Office Management, or a related field and four years of experience as a Secretary, Administrative Assistant, or Office Manager; or a high school diploma or GED, Certified Administrative Professional or Certified Professional Secretary certification, and five years of experience as a Secretary, Administrative Assistant, or Office Manager. Degrees must be from an appropriately accredited college or university. A valid driver's license is required at appointment and must be maintained as a condition of continued employment. Applicants must specifically address each minimum qualification. Appointment is contingent on required background investigation, employment authorization and identity evidence, job-related medical examination and drug screen, and nicotine screening for new hires. Newly hired employees must remain tobacco- and nicotine-free as a condition of continued employment; this policy does not apply to current City employees.

Requirements

One of the following education and experience combinations: bachelor's degree in Business, Finance, or a related field and two years of general staff support experience; associate's degree in Secretarial Science, Office Management, or a related field and four years of experience as a Secretary, Administrative Assistant, or Office Manager; or high school diploma or GED, Certified Administrative Professional or Certified Professional Secretary certification, and five years of experience as a Secretary, Administrative Assistant, or Office Manager.
A degree must be from a college or university accredited by the U.S. Department of Education through the North Central Association of Colleges and Schools Higher Learning Commission or an equivalent region.
Valid driver's license at the time of appointment, maintained thereafter as a condition of continued employment.
Extensive knowledge of modern office practices and procedures.
Thorough knowledge of City government activities and awareness of City policy.
Discretion and sound judgment in handling confidential matters.
Applications must specifically address each minimum qualification and explain how it is met.
Must pass the applicable background investigation and provide evidence of employment authorization and identity before employment.
Final appointment requires passing a job-related medical examination, including a drug screen.
New hires must pass nicotine screening and remain tobacco- and nicotine-free as a condition of continued employment; the policy does not apply to current City employees.

Responsibilities

Review incoming correspondence and use judgment to process or route routine matters.
Meet daily with the director or executive and provide analysis or background information to support practical recommendations.
Compose memos and letters to complete processing.
Handle requests and reports to conserve the executive's time and relieve them of details.
May supervise subordinate clerical positions.
Type letters, memos, reports, and other correspondence; take dictation; schedule meetings; notify participants; and maintain appointment calendars.
Ensure appropriate documents and materials are available for meetings.
Answer telephone calls and questions, including questions about procedures and policy.
Prepare and distribute the employee newsletter.
Monitor travel requests.
Provide backup support for clerical staff who are absent and perform other duties as assigned.
Establish filing and other office systems and train and assist clerical personnel in using and maintaining them.
Exercise discretion and sound judgment when handling confidential matters.