What are the responsibilities and job description for the Office Manager position at The City of Frederick?
At The City of Frederick, we value diversity and the respect, engagement, and productivity an inclusive environment produces. We seek to consistently improve internal and external customer satisfaction, innovate, and expand capability of services, and be a government that practices equality, equity, and fairness. We invite you to bring your skills, abilities, and knowledge to The City of Frederick and be a valued addition to a workforce that we know is our greatest asset.
Frederick is a progressive, richly diverse, and authentically charming city. Recognized as one of the best places to live in Maryland, Frederick is surrounded by mountain views and centrally located about 45 miles north of Washington D.C. and 45 miles west of Baltimore, MD.
JOB SUMMARY:
This is a responsible, varied, and complex administrative position in the Department of Public Works Operations Division involving considerable administrative detail and interaction with the public. This position requires strong organizational skills and must possess a creative, positive, and team-oriented attitude. This individual must have the ability to plan, organize and perform complex tasks with minimal supervision. Direct supervision is provided by the Assistant Deputy Director of Operations - General. The position provides administrative assistance to multiple DPW Operations department heads and staff.
The Office Manager-DPW is designated as an essential employee: an employee who provides services that are critical functions required to maintain order, peace, safety, and the well-being of citizens and visitors to the City of Frederick in the event of a critical incident. In the event of an emergency, employees designated as essential to perform required operations and services in the applicable situation are required to remain at and/or report to work as directed, outside of standard department operating hours.
- Establishes and maintains effective working relationships with City officials, co-workers, vendors, and the general public, as well as employees of utilities and other agencies.
- Performs varied and complex work including but not limited to performing general office duties, preparing and maintaining files, maintaining records relating to personnel, budget, permits, contracts, reports, emergency vendor contacts, DPW / departmental information data bases, and other departmental and division records.
- Uses a variety of computer software to prepare electronic requisitions, purchase orders, check requests, budget transfers, and job reports.
- Provides payroll entry backup for departments in DPW.
- Communicates information to vendors, other departments, and the public. Must communicate in a courteous and effective manner.
- Schedules appointments, maintains calendars, sets up meetings for department heads as needed. Arranges travel schedule and reservations.
- Greets visitors, ascertains nature of business, and directs visitors to appropriate personnel.
- Creates and distributes press release information for public notifications and other events as directed.
- Utilizes enterprise and/or asset management software, such as Innoprise software, as required to accomplish duties.
- Compiles and prepares special reports and department reference information; and revise/update as needed.
- Participates in special projects as requested and/or assigned, which may include research, use of computers, social events, training scheduling, photography for DPW training and functions, Web page updates, etc.
- Works with public and other departments in a fast-paced environment and handling a variety of tasks with conflicting priorities.
- Works independently with a minimal amount of supervision.
- Trains, assists, and provides back up support for all other DPW and administrative personnel as needed and assists switchboard communications operators as requested.
- Operates a vehicle on a regular basis, observing legal and defensive driving practices. Performs other duties as assigned.
- Supports the Assistant Deputy Director of Operations–General as required.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
REQUIRED EDUCATION AND/OR EXPERIENCE:
- High school diploma or a General Education Degree (GED).
- Five (5) years of administrative and/or business-related experience and/or training.
- Vehicle Operator’s license with satisfactory driving record that meets insurability standards of the City’s insurance carrier is required. The employee must maintain the license for the duration of their employment.
- Knowledge of office practices, procedures, and machines.
- Basic knowledge of work related to street lighting & traffic control devices, road signs & pavement markings, street maintenance, waste collection & disposal, building & maintenance of facilities, potable water distribution, sanitary sewer collection, and stormwater management.
- Ability to interact professionally with residents, business owners, representatives from other agencies and utilities, and coworkers utilizing verbal, written and electronic means.
- Ability to create and maintain documents using Microsoft 365 programs (Outlooks, OneDrive, Word, Excel, PowerPoint, Access, etc.).
- Ability to organize and maintain complex records.
- Ability to type a minimum of 65 wpm.
- Ability to compose professional letters and reports.
- Government/municipality experience preferred.
- Bilingual – fluent in Spanish preferred.
The physical demands described here are representative of those that must be met by the incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is required to remain in a stationary position for extended periods of time, to compile and retrieve information from computers, phones, etc., to draft and write, and to handle paperwork. The employee must occasionally lift and/or move up to 25 pounds. The employee must be able to stoop, kneel or crouch.
WORK ENVIRONMENT/CONDITION: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Equal Opportunity Employer
Salary : $30 - $33