SUMMARY DESCRIPTION
Under direction, performs a full range of varied complex, sensitive, highly responsible, and confidential office administrative, advanced clerical, and routine programmatic support functions of a general or specialized nature in support of the Department with only occasional instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail including the administration of assigned programs and operations; and assists management staff with special programs, projects, and research. This position involves competing demands, performing multiple tasks, managing deadlines and occasional work beyond regular business hours.
The Office Manager classification is distinguished from the Administrative Assistant class in that incumbents in the Office Manager class perform a full range of executive staff support to the entire Division. This class performs the more difficult and complex administrative support tasks involving a thorough knowledge of the policies and procedures for their functional areas with a significant degree of independent judgment. Incumbents in the Office Manager class are assigned significant responsibility for carrying out administrative duties, frequently of a complex, highly sensitive, and confidential nature in an assigned functional area, often in a rapidly changing environment. Incumbents may also supervise a small number of staff and perform technical duties in support of assigned operations. In addition, incumbents will have the responsibility of Managing the office functions of the Department.
The City of Ketchikan/Ketchikan Public Utilities Department provides a variety of services to support the Department. The Office Manager - contributes to Departmental operations by performing administrative duties in support of the Department Manager. The Office Manager - must perform these duties in a manner that reflects positively on the City and the Department. He/she is responsible for maintaining a level of
professional expertise and image that promotes efficient use of the resources available to the Department.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
1.
Performs a wide variety of varied, complex, sensitive, highly responsible, and confidential office administrative, advanced clerical, and routine programmatic support functions in support of Department with only occasional instruction or assistance; relieves supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
2.
Plans, coordinates and organizes work activities; recommends improvements in workflow, procedures, and use of equipment and forms; implements improvements as approved; develops and revises office forms and report formats as required; organizes and maintains filing systems.
3.
Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored.
4.
Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers.
5.
Drafts and/or @types, word processes, formats, edits, revises, and prints a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, ordinances, resolutions, technical and statistical charts and tables, and other specialized and technical materials from rough drafts, dictation, modified standard formats, and brief verbal instructions.
6.
Proofreads, verifies, and reviews materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensures materials, reports, and packets for signature are accurate and complete.
7.
Serves as liaison between assigned office and the general public, City staff, and outside groups and agencies; provides general and specialized information and assistance regarding assigned function that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; explains programs, policies, and activities related to specific program area of assignment; receives and screens office and telephone callers; calendars appointments; responds to complaints and requests for information relating to assigned responsibilities; refers callers and/or complaints to appropriate City staff for further assistance as needed and/or takes or recommends actions to resolve the complaint.
8.
Schedules all meeting rooms with staff and the general public.
9.
May direct the work of others by coordinating and communicating office activities and operations while applying
policies, rules, processes, and procedures; manages office functions to schedule coverage,.
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