TOWN OF HUACHUCA CITY, ARIZONA

POSITION TITLE: Office Manager FLSA STATUS: Exempt

DEPARTMENT: Administration DATE CREATED: 06/13/20

SALARY RANGE: $16.00-$20.00

JOB SUMMARY:

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation. Energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

SUPERVISION:

This position has supervisory responsibility.

DUTIES AND RESPONSIBILITIES:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. This is not intended to be a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

 Employees will support the Town’s vision and role model these behaviors by:
a. Cultivating a positive work environment.
b. Providing quality customer service and maintaining productive working relationships.
c. Prioritizing and setting manageable goals.
d. Being efficient with time at work.
e. Communicating effectively with management, staff, customers, and visitors.
f. Being flexible and taking criticism constructively.

 Employees will support compliance-related items by:
a. Following internal procedures and external regulations.
b. Bringing compliance issues to the attention of management.
c. Working collaboratively in all facets of position to meet position requirements and support Town goals.
d. Conform to all safety rules and use all appropriate safety equipment.

 Supervises and performs work involved in maintaining official Town documents and records; transmits and notarizes legal Town documents; directs the official publication of notices;; supervises the preparation and codification of code updates; Town vehicle and equipment titles; administers records management program for current and archival documents; posts and advertises official meetings, public hearings, requests for proposals, and documents of public interest.
 Plan and direct the maintenance, filing, safekeeping and timely destruction of official documents in accordance with local and State laws and provide certified copies when required.
 Meets with members of the public and provides information, assistance, or referral to other departments or agencies.
 Supervises front desk receptionist and Town bus.
 Position also serves as front desk receptionist as needed.
 Performs all other related duties, as assigned.
 Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
 Organize and schedule meetings and appointments
 Partner with HR to maintain office policies as necessary
 Organize office operations and procedures
 Coordinate with IT department on all office equipment

Education and Experience Required:

 Previous experience in Public Administration, computer science or related field and experience in a municipal staff role, or any combination of education and experience to provide the desired knowledge, skills and other characteristics.
 Pay to be set by combination of education, experience and skills.

Certificates, Licenses, Registrations:

Required:
 Must have and maintain a valid Arizona Driver’s license
 Licensed Notary (or ability to become)
 Must be able to be Bonded

Preferred:
 Bachelor’s Degree
 Five (5) years’ experience in local government

Skills and Abilities

 Knowledge of applicable Federal, State, and municipal laws and procedures;
 Knowledge of political reform requirements;
 Knowledge of Town procedures, policies, and practices; principles and practices of records and archival management systems; Town of Huachuca City’s policies and retention schedules for storage and disposal of records.
 Knowledge of the organization and function of municipal government; Municipal Code, ordinances, resolutions and state statutes as they relate to the Town Council, Town Manager, other Town officials and the public.
 Skill in maintaining an indexing system for public records for the efficient retrieval of selected records.
 Skill in maintaining accurate database for vital records essential to the management and operation of the Town.
 Skill in analyzing systems, equipment and staffing requirements for the efficient management of public records.
 Ability to communicate effectively orally and in writing.
 Ability to establish and maintain effective working relationships with Town employees, officials, other agencies and the general public.
 Ability to effectively operate a personal computer and a variety of software file maintenance applications.
 Ability to use software applications to cross-reference among municipal departments such as zoning, engineering, planning and legal records.
 Proven office management, administrative or assistant experience
 Knowledge of office management responsibilities, systems and procedures
 Excellent time management skills and ability to multi-task and priorities work
 Attention to detail and problem solving skills
 Excellent written and verbal communication skills
 Strong organizational and planning skills
 Proficient in MS Office
 Knowledge of administrative management practices and procedures
 Knowledge of clerical practices and procedures
 Knowledge of human resources management practices and procedures

Physical Demands:

The physical demands described here are representative of those that must be met by an employee 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 job, the employee is regularly required to talk and hear. The employee is regularly required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms. Employee may be required to carry, push/pull objects and materials up to 25 pounds. Specific vision abilities required by this job include close vision, ability to adjust focus, and manual dexterity in combination with eye/hand coordination.

Employee must have sufficient clarity of speech and hearing to permit discern verbal instructions, use of telephone, and communications with others.

Position requirements are primarily carried out in an office environment or meeting forum. Noise level is usually moderate.

The above statements are intended to describe the general nature and level of work performed by people assigned to this job. They are not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so classified. Other functions may be assigned and management retains the right to add or change the duties at any time.