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Office Manager I, II

Department:Animal Care Davis County
Open Date:May 23, 2022
Close Date:June 5, 2022
Salary Range:Level I: $19.06 – $29.55 / hr Level II: $21.38 - $33.02 / hr
Number of Openings:1
Employment Type:Full time, Non-Exempt

Salary Commensurate with Experience/Qualifications

Job Description

General Purpose
Under general supervision from an administrative superior, performs supervisory and complex clerical duties in managing the operations of a county department or division.
Example of Duties

Level I: 

Supervises two or more office clerical staff directly or through leadworkers; interviews applicants and makes hiring recommendations; trains employees; assigns and monitors work; maintains a work schedule of all employees and grants sick and vacation leave to those supervised; evaluates employee performance in compliance with Davis County Policies and Procedures.  Reviews department clerical and administrative work processes and makes recommendations for improvements on methods used.  Assists in resolving confidential personnel issues.

Performs a wide variety of technical and general clerical assignments in the specialized area of the office including filing, mail distribution, typing correspondence, reports, forms; fills in for other employees in the office as needed; may assist with work assigned to other clerical staff as needed.  Manages appointment calendar and makes necessary travel arrangements for office administrators. 

Ensures accounting records are properly maintained; processes and maintains basic bookkeeping records including accounts payable, purchase orders and payroll; prepares reports as requested.

Maintains files for department personnel.  Maintains accurate records of hours worked by employees; secures timesheets; maintains vacation and sick leave records.  Prepares various Office of Personnel Management (OPM) forms for current staff, new hires and terminations.  Coordinates with OPM to ensure compliance with county policies and procedures.  

Orders office supplies and equipment; maintains inventory.  Responsible for maintenance of office equipment; arranges service calls for routine maintenance and repair of office equipment.

Responds to technical questions and complaints; resolves problems.

Operates computer and/or other office equipment.

May act for supervisor in his/her absence.

Operates a motor vehicle in a safe manner and in compliance with all Utah laws and regulations.

Performs related duties as assigned.

 

Level II: 

Supervises two or more office clerical staff directly or through leadworkers; interviews applicants and makes hiring recommendations; trains employees; assigns and monitors work; maintains a work schedule of all employees and grants sick and vacation leave to those supervised; evaluates employee performance in compliance with Davis County Policies and Procedures; disciplines employees as necessary and in compliance with all applicable policies and procedures.  Reviews department clerical and administrative work processes and recommends improvements for methods used.  Assists in resolving confidential personnel issues.

Performs a wide variety of administrative and general clerical assignments in the specialized area of the office; composes and types letters, memoranda, reports and forms with or without review; schedules and maintains calendar and appointment books for professional staff and makes necessary travel arrangements for office administrators.  Fills in for other employees in the office as needed; may assist with work assigned to clerical staff as needed.

Processes and maintains a variety of accounting records including purchase orders, vouchers, budget adjustments, payroll, and accounts receivable and payable; ensures accounting records are properly maintained; prepares various detailed and complex monthly and annual reports and spreadsheets.  Provides information and documentation to personnel in the Clerk/Auditor office.  Assists in budget preparation and determining budgeting needs.

Maintains files for department personnel.   Maintains accurate records of hours worked by employees; secures timesheets; maintains vacation and sick leave records.  Prepares various Office of Personnel Management (OPM) forms for current staff, new hires and terminations.  Coordinates with OPM to ensure compliance with county policy and procedures.  Completes Workers Compensation Employer’s First Report of Injury or Illness for department’s industrial injury reports.  

Orders office supplies and equipment; maintains inventory.  Responsible for maintenance of office equipment; arranges service calls for routine maintenance and repair of office equipment.

Responds to technical questions and complaints; resolves problems.

May act for supervisor in his/her absence.

Operates computer and/or other office equipment.

Operates a motor vehicle in a safe manner and in compliance with all Utah laws and regulations.

Performs related duties as assigned.

Education and Experience

Level I: 

High school graduation and one (1) year of college level coursework in management or bookkeeping, plus four (4) years of increasingly responsible office experience, at least one (1) year of which must have been in a supervisory or leadworker capacity.  An acceptable combination of education and experience may be considered; related experience may be substituted for education on a year-for-year basis.  

Level II:

High school graduation and one (1) year of college level course work in management or bookkeeping, plus six (6) years of increasingly responsible office experience, at least two (2) years of which must have been in a supervisory or leadworker capacity.  An acceptable combination of education and experience may be considered; related experience may be substituted for education on a year-for-year basis.  

Special Qualifications
Must be bondable as required by the position.

Employees driving a personal vehicle while on county business must maintain the minimum vehicle liability insurance as specified in the Utah Code.

Must furnish personal transportation for on-the-job travel.

Must possess a valid Utah Driver’s License.
Knowledge, Skills, and Abilities
Considerable knowledge of:  modern office practices and procedures, and terminology specific to the department; county policies and procedures.  Working knowledge of:  modern management/supervisory practices and principles; bookkeeping and filing procedures.  

Skill in:   typing 40 wpm (net); operating common word processing applications; operating a variety of modern office equipment including computer hardware and all applicable software; grammar, punctuation, composition, spelling, math, and interpersonal relations; taking shorthand as required by the positions.

This position may require the driving of a motor vehicle; skill in operating a motor vehicle in a safe manner; ability to insure motor vehicle is operating in a safe manner; knowledge of Utah motor vehicle rules and regulations.

Ability to:  manage an office; assign, monitor and evaluate the work of others; understand and interpret county and departmental policies and procedures; efficiently organize and complete own work while supervising and training others; solve problems and make decisions in the absence of department administrators; compose correspondence and reports; maintain confidentiality; perform detailed and complex analysis and prepare reports; effectively organize projects; establish and maintain effective working relationships with supervisors, employees, other agencies and the general public, communicate effectively (orally and in writing), follow written and oral instructions.

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