Office Manager

City of Missouri
Full Time $44,425 - $55,532 Per year TX 1522 Texas Pkwy, Missouri City, TX 77489, United States
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Overview

This is a full-time, senior (Administrative Support Workers) position in a large department in the city with up to 50 employees. An individual in this position provides administrative, technical, and clerical support to the department director, assistant director, and six division heads while ensuring compliance with established processes for a department's effective, efficient, and responsive service. Reporting relationship: Department Director.

This position requires independent decision-making about department roles and responsibilities and policy and procedures. Work involves financial record keeping and confidential information, requiring independent judgment within established departmental guidelines and policies. Work involves responsibilities of interaction with citizens, policymakers, and elected officials, accurate reporting of monetary totals and information to State and Federal agencies, regulations, and department and city policies.  

Examples of Work

  • Serve as executive assistant to one department head, one assistant department heads; one assistant city engineer; Six division heads.
  • Perform all associated functions of an administrative assistant in the department; Perform duties of other administration assistants within the department in their absence. 
  • Serve as point of contact for personnel-related matters, including compliance with form completion and submittal requirements, while partnering with the City’s Human Resources Department;
  • Coordinate purchasing process, ensure compliance with established policies throughout the department, enter Requisitions and receiving Purchase Orders, and assist with billing transactions. Perform duties of  
  • Coordinate supportive services in the department;
  • Prepare and review operational reports and schedules to ensure accuracy and efficiency;
  • Acquire, distribute and store supplies;
  • Analyze internal processes and recommend and implement procedural or policy changes to improve operations;
  • Administer and control budgets for contracts, equipment, and supplies;
  • Assists in the creation of the yearly department budget. 
  • Generate, monitor, and reconsolidate EIGHT division budgets. Project and fiscal oversight of eight divisions within Public Works. 
  • Partner with Human Resources to coordinate temporary clerical staff or administrative personnel;
  • Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems;
  • Administer CoMC Street Light Program, Liaison with Citizens, HOAs, POAs, City Officials, and CenterPoint regarding repair, re-lamping, downed poles, and new installations. 
  • Manage calendars for the PW Director, Assistant Director, City Engineer, and 6 division managers.
  • Complete a broad range of tasks for the Public Works Director, Assistant Director, and Six Division heads. Composing and preparing correspondence that is at times confidential, compiling documents for meetings with internal and external stakeholders. 
  • Implementing, Tracking, and Administering Department Accreditation Program with the American Public Works Association for the entire department including all eight divisions. 
  • Works with other internal Public Works divisions and other City departments to develop policies, ordinances, and long and short-term goals necessary to maximize efficiency and service.
  • Participates in meetings with other City Management staff to address public works infrastructure-related issues and develop solutions.
  • Ensures citizen complaints, suggestions, or requests for information or service are completed in a timely manner consistent with established
     service level agreements.
  • Ensures monthly Payment and documentation of Public Work Facilities, Street Signals, and Street Lights electric accounts. Tallies usage for yearend report to the State of Texas and Federal Government. 
  • Coordinates Safety, Continuing Education, and training for the Public Works department. 
  • Assists in responding to and resolving sensitive or confidential inquiries and complaints from both internal and external sources.
  • Coordinates, tracks, and documents the Public Works Department's six divisions of National Incident Management System (NIMS) Training and certification. 
  • Responsible for all Council Agendas generated in all eight Public Works Divisions. Review and enter into Icompass. Also responsible for all PDI (Planning, Development, and Infrastructure) committee meetings agendas. 
  • City steward for Cartegraph Software, used by multiple divisions and other departments.   
  • Records request processing and records retention management. 
  • Subject to 24-hour recall.

Education, Experience, or Certification

 Associate’s degree in business administration, office technology, or a closely related field, from an accredited college or university, and a minimum of five (5) years of professional experience as an executive assistant or administrative assistant required. 

Bachelor’s degree in business administration, office technology or closely related field, from an accredited college or university, and a minimum of five (five) years of professional experience preferred.

Supplemental Information

The Department of Human Resources & Organizational Development may consider an equivalent combination of education, training and/or experience. 

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