Office Manager

The Office Manager is responsible for providing multiple levels of - office administration and departmental support for the Department of Economic Development (DED) and other city departments overseen by the Director of Economic Development. The position reports directly to the Director of Economic Development and provides customer service to the general public, business community, and other departmental stakeholders. It requires significant interaction with the public and with other City, County, and State agencies. The Office Manager will interact on a daily basis with the public, business owners, City staff and elected officials. This position requires the ability to complete tasks and professional work products in a timely manner with a minimum of direct supervision. In general, the Office Manager will be responsible for department administration including accounts payable, grant reporting, event planning, meeting scheduling, project management and support, writing/editing press releases and public information, and economic development collection and analysis. Occasional night work and weekends may be required. Occasional driving, light lifting, and out-of-the office work may be required. The normal workweek is 40 hours, Monday - Friday, 8:00 am to 4:30 pm unless otherwise negotiated.

• Collects, maintains and analyzes economic development and related data.
• Manages and supports economic development and other departmental projects as assigned.
• Prepares, edits, and coordinates departmental press releases and other public information with the City Public Information Officer (PIO).
• Performs various related tasks including keyboarding, scheduling, filing, and copying to support the Department of Economic Development and related departments.
• Answers telephone calls and provides assistance to the public and business community with regard to departmental matters.
• Prepares forms, documentation, files, logs, databases, etc.
• Prepare correspondence, meeting agendas, and other materials for office activities, including proofreading and final formatting using Word, Publisher, and/or PowerPoint software.
• Schedules appointments and meetings as needed by the Director.
• Purchases and maintains supplies for the Department, including the completion of purchase order requisitions and pick-up of supplies.
• Maintains the Accounts Payables and review/maintain awareness of the operating budget of the Department of Economic Development.
• Prepares payroll reports on bi-weekly basis.
• Prepares and submits grant reports, grant reimbursement, check requests, and other grant/financial documents as needed.
• Oversees processing of film requests/applications, grant applications, tax credit applications, and other related documents/activities.
• Receives and directs incoming mail.
• Performs other duties as assigned.

QUALIFICATIONS: 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:

• Bachelor's degree in business, communications, or related degree. A combination of relevant education, experience, and/or training may be substituted to meet this requirement.
• Three (3) years of professional experience for private or public sector business or organization.
• Preference may be given to candidates with additional education, unique capabilities (multi-lingual), and those with experience in development/local government operations.

REQUIRED CERTIFICATES AND/OR LICENSES:

• 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.

REQUIRED SKILLS (Communication/Language; Mathematical; Computer; etc.):

• Thorough knowledge of business practices and excellent command of the English language
• Thorough knowledge of office practices and procedures including word processing, spreadsheets, and database management on PC, business English, spelling, arithmetic, and record keeping.
• Self-motivated, capable of taking initiative.
• Strong command of the English language.
• Proficient in telephone skills and networking skills.
• Communicates effectively with other employees, consultants, citizens, business executives, and elected officials etc.
• Presents a professional appearance and manner.
• Knowledge of Microsoft computer software including Word, Excel, PowerPoint, Teams, and Publisher is required. Familiarity with other graphics packages, desirable.

PHYSICAL DEMANDS: 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 job, the employee is required to work in an office nearly 100% with some minimal teleworking available/optional. The person in this position frequently needs to move about the office, City buildings and community, drive City vehicles to various locations, load and unload items for trade shows and work events. The person in this position must be able to lift a minimum of 10lbs +/-.

This person must have the ability to exchange information with others (staff, the public and elected officials)-both face-to-face and in writing or via computer.

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.

The incumbent performs work indoors in an office setting.