Office Manager (Planning)
Salary: $26.71 - $29.71 /hourly DOE
Job Type: Full Time
Location: Durango, CO
Publish Date: Posted March 6, 2023
Applications have closed
Manages staff and performs complex administrative functions in support of the department director or executive position, including: coordinating the functions of department divisions, units, etc.; resolving operational problems; making decisions based upon knowledge of laws, rules and regulations; and developing the budget and overseeing the processing of various fiscal responsibilities.
Duties include high level reception, answering/routing calls/coordinating meetings, processing forms/applications, filing & correspondence preparation; coordinating budget items along w/ department head & recording/minutes for official meetings. 6 yrs of progressively responsible clerical & public contact experience required as well as computer expertise.
Essential functions may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as 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. Reasonable accommodations, as defined under the American with Disabilities Act, will be made when possible.
Carries out supervisory responsibility in accordance with policies, procedures and applicable laws including: interviewing, hiring and training staff; planning, assigning and directing work; controlling and issuing internal and external keys; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems.
Coordinates the administrative functions for the department and oversees various programs; assures that all clerical functions are completed by staff; oversees registration processes.
Composes correspondence, notices, reports, agendas, and/or other documents as required; prepare bulk mailings.
Conducts research and analysis; documents findings; prepares reports and makes recommendations to the supervisor.
Reviews and troubleshoots computer problems; trains staff in the use of computer systems.
Administers the departmental personnel function, including: generating and maintaining files and records; preparing and maintaining annual evaluation system; completing forms; maintaining attendance records and statistical accruals for leave; drafting and placing recruitment advertisements; coordinates interview and selection process; and coordinating, documenting and processing worker=s compensation claims.
Oversees purchasing, accounts payable and accounts receivable processes, including: coordinating orders; approving expenditures; ordering and maintaining supplies; receiving and reconciling shipments with purchase orders; preparing invoices for payment; posting charges; posting and processing checks; monitoring accounts; collecting fees; preparing deposits; and maintaining petty cash.
Coordinates in the formulation of the budget, including: making recommendations; preparing forms; collecting budget data; typing, calculating, and coordinating completion of budget; maintaining/tracking budget accounts/records throughout year; balancing and reconciling budget; managing job costing and accounting programs; preparing financial reports and producing budget book; preparing transfer memos; and attending budget meetings/hearings.
Develops, communicates, and monitors policies, procedures, and standards for the department; recommends improvement when necessary.
Develops and maintains various computer databases, tracking systems, indexing systems, etc., related to the area of responsibility; proofs data entry of staff, makes corrections and prints reports; routes reports and documents to various agencies.
Prepares complex, routine and non-routine reports (including annual reports) utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports; prepares work reports; develops charts and graphs; prints various reports; relays and interprets administrative decisions, policies and instructions.
Coordinates travel arrangements; makes reservations; determines cost impact for budget purposes.
Administers contracts, legal agreements and grant administration and preparation; prepares and maintains bid information; maintains master file of agency contracts and grants; ensures that contracts and grants are submitted for renewal within appropriate time frames; interacts with related governmental agencies; prepares proper documents for presentation to County Manager, Board of County Commissioners, etc. for approval.
Assesses values of damaged property prepares documentation for restitution.
Assumes the responsibilities of the department director in his/her absence.
IMPORTANT JOB FUNCTIONS:
Maintains and upgrades professional knowledge, skills, and development by attending seminars and training programs.
Schedules meetings, makes appointments, and makes travel arrangements as required.
Serves as secretary to various boards/committees; attends meetings, prepares minutes, recommendations, etc., and distributes related information; processes appeals; schedules hearings/meetings.
Monitors requests for and ensures compliance with provisions of legal compact between states providing for placement of children across state lines; provides instruction to staff members on compact provisions as required; maintains case files and records; prepares correspondence.
Serves as complaint coordinator for department; receives and researches complaints; maintains confidentiality of complaints; prepares correspondence and/or proper response; maintains records and prepares annual statistical report on number, types and resolution of complaints.
Prepares and submits public service announcements for the local media.
Answers telephone and greets the public; provides specific and general information in response to public inquiries; handles requests for service and other public contact work.
May deal with sensitive and confidential personnel matters at the direction senior level staff and/or the department director.
Disseminates a variety of information to various agencies, divisions, or departments via telephone, mail or FAX.
Operates two-way radio and base station to communicate with employees and other agencies.
May serve as backup for other positions within the department.
Performs other related duties as assigned.
Regular and predictable attendance is required.
MATERIAL AND EQUIPMENT USED:
General Office and Computer Equipment
Education and Experience:
One year certificate from college or technical school; and,
Six or more years of progressively responsible related experience; or,
Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Licenses and Certifications:
CCIC/NCIC Certification (depending on assignment)
Notary Public (depending on assignment)
Valid Colorado Driver’s License
Non-Discrimination and Affirmative Action Statement
La Plata County prohibits discrimination against or harassment of any person employed or seeking employment with La Plata County on the basis of race, color, religion, sex (including pregnancy), age, national origin, disability, veteran status, political affiliation, sexual orientation, gender identity, marital status or genetic information.
La Plata County is an affirmative action/equal opportunity employer. La Plata County takes affirmative action to assure equal employment opportunity for protected classes, persons with disabilities and for covered veterans. Covered veterans include: special disabled veterans, recently separated veterans, Vietnam era veterans, or any other veterans who served on active duty during a war or in a campaign or expedition for which a campaign badge was authorized.
Inquiries regarding La Plata County’s equal employment opportunity policies may be directed to:
Director of Human Resources
1101 E 2nd Avenue
Durango, CO 81301
- Education / Training
- Employee Recognition Program
- Health Insurance
- Mental Health Resources
- Paid Time Off