Office Manager

City of Blue Springs•Blue Springs, MO

1d•Onsite

About The Position

This position provides administrative, financial, operational, and engineering coordination support for the Public Works Department. Key responsibilities include the oversight of office staff, management of asset management systems, contract administration, GIS map updates, and ensuring regulatory compliance programs are met. The role also supports the administrative functions within the Engineering and Operations departments, supervises office staff (Customer Service Clerk and Administrative Assistant), assists with departmental customer service, manages the department’s asset management and work order system, and oversees the City’s backflow inspection compliance program. Additionally, the Office Manager develops and administers contracts, prepares purchase requisitions, monitors departmental expenditures, processes financial documentation, assists with budget development, prepares Council documents, coordinates with other City departments, maintains infrastructure records, and helps implement departmental policies and procedures.

Requirements

High School diploma or GED required.
Minimum of five (5) to seven (7) years of progressively responsible experience in administrative, financial, or public works operations support, preferably within a municipal or government setting.
Proficiency in Microsoft Office Suite, particularly Excel.
Experience with financial, mapping software, asset management, or work order systems.
Knowledge of budgeting, financial tracking, accounts payable/receivable processes, and contract administration.
Ability to interpret technical documents, plans, and specifications.
Strong organizational skills with attention to detail and accuracy.
Ability to establish and maintain effective working relationships with City staff, elected officials, contractors, regulatory agencies, and the public.
Demonstrate leadership ability, including training, supervising, and supporting staff.
Excellent verbal and written communication skills.
Strong customer service skills with the ability to handle inquiries and resolve issues professionally.
Ability to analyze and interpret data, understand technical and operational terminology, manage multiple priorities, and work both independently and collaboratively in a fast-paced environment.
Ability to sit for extended periods.
Ability to operate standard office equipment.
Ability to occasionally lift or move items up to 50 pounds.

Nice To Haves

Associate’s degree in business administration, finance, public administration, or a related field.
Relevant training or experience in financial systems, asset management software, GIS, or reporting tools.
Experience with ArcGIS.
General understanding of public works operations, construction practices, and infrastructure systems.

Responsibilities

Supervises and supports office staff, including the Customer Service Clerk and Administrative Assistant positions within the operations and engineering departments ensuring high-quality service delivery to residents, contractors, and internal departments.
Assists with and supports departmental customer service operations, including responding to inquiries, resolving issues, and coordinating service requests.
Manages and oversees the department’s asset management and work order system, ensuring accurate data entry, reporting, and system functionality. Creates annual report based on data.
Oversees the City’s backflow inspection compliance program, ensuring adherence to Missouri Department of Natural Resources (DNR) requirements, tracking inspections, and maintaining required records.
Develops, administers, and oversees contracts, including preparation of specifications, bid coordination, contract execution, change orders, and contractor performance tracking.
Prepares and processes purchase requisitions, including obtaining quotes, compiling supporting documentation, and coordinating approvals in accordance with City procurement policies.
Monitors and tracks contract spending and departmental expenditures, ensuring budget compliance and accurate financial reporting.
Prepares and processes invoices, pay estimates, and financial documentation for approval and payment.
Assists in the development and administration of the department’s annual budget, including tracking expenditures and identifying funding needs.
Prepares Council documents, reports, and supporting materials for meetings and presentations.
Coordinates and collaborates with other City departments, including Engineering, Finance, Community Development, and Water Billing, to ensure efficient operations and project completion.
Maintains and updates infrastructure records, including GIS mapping and asset data, ensuring accuracy and completeness of City records.
Assists in the development and implementation of departmental policies, procedures, and standard operating procedures (SOPs).
Plans and coordinates departmental and interdepartmental events, meetings, and training initiatives.
Researches materials, equipment, and operational practices to support informed decision-making and process improvements.
Communicates with developers, contractors, consultants, regulatory agencies, and the public regarding projects, services, and requirements.
Reviews files, records, and documentation to respond to internal and external requests.
Performs other duties as assigned.