Office Manager - G118 Facilities Maintenance

Columbus Consolidated Government•Facilities Maintenance, GA

4d•Onsite

About The Position

This position performs advanced administrative, financial, and operational management functions in support of the Facilities Maintenance Department. Serves as the Office Manager and primary administrative coordinator for the Facilities Maintenance Department by overseeing the daily operations of the administrative office and ensuring efficient workflow in support of departmental operations. Acts as the principal administrative liaison between the Director, Assistant supervisory staff, Human Resources, Finance, Purchasing, Risk Management, and other City departments. Provides executive-level administrative support to the Director by coordinating departmental priorities, managing confidential information, preparing reports, conducting research, scheduling meetings, and assisting with strategic planning initiatives.

Requirements

Knowledge of principles and practices of office administration, municipal government operations, and Facilities Maintenance administrative support.
Knowledge of budget preparation, budget monitoring, financial reporting, procurement procedures, and fiscal management.
Knowledge of Human Resources policies and procedures, including recruitment, onboarding, payroll administration, personnel records management, employee relations, performance documentation, and disciplinary processes.
Knowledge of applicable federal, state, and local laws, regulations, policies, and procedures relating to public employment, payroll, procurement, records retention, Workers' Compensation, workplace safety, and risk management.
Knowledge of general accounting principles, purchasing card administration, invoice processing, and financial reconciliation.
Knowledge of office management practices, records management systems, report preparation, document retention, and confidential file administration.
Knowledge of Facilities Maintenance operations, preventive maintenance programs, work order management systems, capital improvement projects, and contract administration.
Skill in supervising, training, coaching, and evaluating administrative office personnel.
Skill in managing multiple administrative functions and priorities in a fast-paced Facilities Maintenance environment.
Skill in preparing and monitoring departmental budgets, payroll, purchasing records, financial reports, and administrative documentation.
Skill in researching, compiling, analyzing, and presenting operational, financial, and statistical information.
Skill in developing and maintaining advanced Microsoft Excel spreadsheets, formulas, pivot tables, dashboards, databases, and performance reports.
Skill in designing professional Microsoft PowerPoint presentations for executive leadership, City Council, budget presentations, strategic planning initiatives, and departmental reports.
Skill in preparing professional correspondence, reports, policies, procedures, meeting agendas, and executive-level communications.
Skill in interpreting policies and applying sound judgment in handling confidential personnel, payroll, financial, and disciplinary matters.
Skill in problem-solving, organization, project coordination, and independent decision-making.
Skill in providing excellent customer service and maintaining effective working relationships with employees, department directors, vendors, contractors, and the public.
Skill in communicating effectively, both orally and in writing.
Ability to plan, organize, and coordinate the administrative operations of the Facilities Maintenance Department.
Ability to maintain confidentiality while exercising sound judgment and discretion.
Ability to interpret and apply City policies, procedures, administrative regulations, and Human Resources guidelines.
Ability to develop reports and presentations that support executive decision-making and departmental planning.
Ability to analyze administrative and operational data and recommend process improvements.
Ability to maintain accurate records while meeting multiple deadlines with a high degree of accuracy.
Ability to effectively utilize Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), AMS Advantage, NeoGov, EnerGov, work order management systems, and other enterprise software applications.
Ability to establish and maintain effective working relationships with department leadership, employees, Human Resources, Finance, Purchasing, Risk Management, elected officials, contractors, and other governmental agencies.
Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

Responsibilities

Assists in the preparation, administration, and monitoring of the department's annual operating budget. Tracks expenditures, monitors account balances, prepares budget transfers, reconciles purchasing activity, and assists with budget forecasting to ensure fiscal accountability.
Administers departmental payroll by reviewing employee time records, processing leave requests, mileage reimbursements, overtime documentation, and other payroll-related transactions while ensuring compliance with City policies and payroll deadlines.
Coordinates departmental Human Resources functions, including maintaining confidential personnel files, processing personnel actions, assisting with recruitment activities, coordinating interviews, preparing onboarding documentation, monitoring employee certifications and training requirements, and ensuring compliance with applicable personnel policies and procedures.
Assists management with employee relations and disciplinary processes by preparing disciplinary documentation, maintaining confidential records, coordinating investigations, scheduling employee meetings, documenting corrective actions, and ensuring compliance with Human Resources policies and employment regulations.
Supervises, trains, and evaluates administrative office staff, establishes office procedures, assigns work, monitors productivity, and promotes a high level of customer service and professionalism.
Develops, maintains, and analyzes complex Microsoft Excel spreadsheets, databases, dashboards, and tracking systems used to monitor departmental budgets, work order performance, staffing levels, preventive maintenance schedules, equipment inventories, key performance indicators (KPIs), and operational metrics.
Creates professional Microsoft PowerPoint presentations for executive leadership, City Council, budget workshops, strategic planning meetings, capital improvement projects, departmental updates, and other public or executive presentations.
Prepares correspondence, memoranda, reports, policies, procedures, contracts, agendas, charts, meeting minutes, and other administrative documents independently or under the direction of the Director.
Coordinates procurement activities by processing purchase requisitions, purchase orders, purchasing card transactions, vendor documentation, invoices, and contract records while ensuring compliance with City purchasing policies.
Maintains departmental inventory for office supplies, uniforms, safety equipment, and administrative materials. Coordinates purchasing, receiving, distribution, and inventory control.
Coordinates employee training programs, including annual driver safety training, required certifications, safety meetings, and mandatory compliance training. Maintains departmental training records and certification databases.
Serves as the departmental liaison for Risk Management by preparing accident reports, maintaining Workers' Compensation documentation, coordinating OSHA and safety documentation, scheduling post-incident safety meetings, and assisting with accident investigations.
Develops and maintains electronic filing systems, databases, and records management procedures to improve departmental efficiency, maintain document security, and ensure compliance with records retention requirements.
Assists with departmental planning by preparing statistical reports, workload analyses, organizational charts, staffing reports, performance measures, and operational summaries used by executive management to support strategic decision-making.
Coordinates special projects assigned by the Director, including departmental reorganizations, policy development, accreditation initiatives, capital improvement reporting, and process improvement projects.
Performs other related duties as assigned in support of the Facilities Maintenance Department and the operational objectives of Columbus Consolidated Government.
Performs other related duties as required.