Senior Office Manager

City of Las Cruces•Las Cruces, NM

12h

About The Position

The Senior Office Manager oversees, manages, coordinates, and facilitates the administrative functions of an executive-level department and supervises assigned administrative support staff to ensure efficient office operations. The position is in the Public Works Department; the posting may also be used to fill Senior Office Manager vacancies in other City departments. The role handles sensitive and confidential matters, coordinates department projects and services, and supports administrative decisions and policy implementation. It involves competing demands, multiple tasks, deadlines, customer issues, occasional work beyond normal business hours, and regular attendance as an essential function. The position is subject to drug testing under applicable regulations and City policies. It is graded RX15 and designated full-time, regular, and exempt.

Requirements

Equivalent to an associate degree in Business Technology, Pre-Business, or a related field, plus five years of advanced administrative support experience; a combination of education, experience, and training may be applied under City policy.
Knowledge of office management and records management practices and procedures.
Knowledge of principles and practices related to the position’s operations and services, research methods, data analysis, customer service, and problem resolution.
Knowledge of occupational and environmental safety and health hazards and safety practices, and the safe use and maintenance of related tools, materials, and equipment.
Knowledge of business correspondence standards, English usage, grammar, composition, spelling, punctuation, and vocabulary.
Knowledge of computers and related software applications, and of City organization, operations, policies, and procedures.
Ability to learn department processes, policies, and procedures; direct staff effectively and impartially; and work with minimal supervision.
Ability to prioritize multiple duties, projects, and demands to meet deadlines and provide appropriate customer service.
Ability to interpret and comply with applicable policies, procedures, rules, standards, and regulations; maintain accurate records and confidential information; and communicate effectively orally and in writing.
Ability to prepare and present reliable information and reports and maintain effective working relationships with employees, other agencies, and the public.
Ability to safely operate relevant tools, equipment, and motorized vehicles; navigate even and uneven surfaces; and accurately enter data and update records.
Ability to exercise initiative and sound independent judgment within established procedural guidelines.
Skills in problem solving, applying knowledge to unique situations, providing courteous customer service, applying rules and City policies, resolving customer issues tactfully, and making arithmetic calculations quickly and accurately.

Nice To Haves

Valid driver’s license is preferred.

Responsibilities

Manage and coordinate the department’s administrative support functions and services, including sensitive and confidential matters and the processing and resolution of action items.
Prepare information for administrative decisions and policy implementation; interpret, communicate, and apply City rules, procedures, and policies.
Delegate and supervise staff work; coordinate projects; monitor work; evaluate performance; train, counsel, coach, and instruct employees; and ensure compliance with policies and regulations.
Prepare correspondence, appointments, meeting materials, and conferences; draft and process complex and confidential correspondence, memoranda, letters, legal and technical reports, information packets, and other communications.
Maintain and coordinate calendars; schedule appointments and meetings; resolve complex scheduling conflicts; coordinate meeting rooms and resources; and make travel arrangements.
Build working relationships with elected officials, boards, City leaders, staff, and public and private entities.
Solicit agenda items; prepare agendas, action-item lists, and presentation materials; record and transcribe meeting minutes; and prepare summaries for distribution.
Conduct and coordinate projects and research studies, identify and resolve problems, serve as a liaison, and respond to complaints and inquiries from City staff, outside agencies, and the public.
Maintain and track files, records, reports, and related documents; oversee records retention; compile information and generate reports; manage databases; and ensure information accuracy.
Oversee payroll processing and status updates to support accuracy, accountability, and proper documentation.
Collect and analyze data and prepare and present special and recurring reports; monitor regulatory developments and identify concerns for management.
Manage and monitor assigned budgets and oversee procurement of supplies, services, equipment, and other items in accordance with established processes.
Maintain records in various formats and systems, ensure data integrity and internal controls, evaluate programs and services, and identify opportunities to improve operations and service delivery.
Respond to and resolve complaints, issues, inquiries, and problems in accordance with established policies and procedures.
Meet with staff to review work, address administrative, workload, and technical issues, and prioritize and assign tasks and projects.
Evaluate functions, resources, processes, and procedures; recommend improvements; and provide guidance on developing, implementing, and administering policies and procedures.