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Office Manger Planning Department Page 1 of 2 KLICKITAT COUNTY, WASHINGTON POSITION DESCRIPTION POSITION TITLE: Office Manager EFFECTIVE DATE: January 1, 2010 REPORTS TO : Planning Director PAY GRADE: 37 DEPARTMENT/DIVISION: Planning Department FLSA STATUS: Non-exempt LOCATION: Goldendale POSITION STATUS FULL TIME, .6 FTE, ETC): Full-time BASIC JOB PURPOSE/FUNCTION: Performs intermediate to advanced, or technically difficult clerical and administrative duties requiring frequent exercise of independent judgment. Typical responsibilities include managing office procedures and work flow, preparation and monitoring of accounting or budget records, providing information to the public, preparing operating or statistical reports, maintaining records and databases, entering data into specialty programs, and coordinating office functions. ESSENTIAL JOB DUTIES: 1. Coordinates and manages office operations, and establishes and implements methods and procedures for processing of documents, office equipments, contracts, supplies and files. Ensures a smooth flow of work. Tracks projects and timelines. 2. Verifies and enters data into specialty or standard computer programs or databases. Maintains accuracy of information entered. 3. Monitors, prepares and/or assists in department budget, and verifies revenues and expenses. Assists with budget preparation. 4. Types, edits and proofs a variety of reports, forms and documents using word processing software or other computer programs. Determines layout, formats, and other details of office correspondences and documents. Compiles and verifies data for budget, payroll, contracts, or other statistical reports. Composes routine business correspondence and meeting minutes. 5. Establishes, maintains, and updates files, lists, and records for computerized or manual record keeping systems. Searches files and records for information as needed. 6. Greets and assists the public by phone or in person. Provides general or specific information within scope of authority from knowledge of established procedures and policies, or applicable laws, rules or regulations. Directs callers or customers to appropriate individual when necessary. 7. Receives and processes payments. Reviews newly submitted applications for basic elements (e.g. required fees and signatures of applicant or others). Performs calculations and records transactions. Delivers (by mail and e-mail) licenses, permits, certificates, or other official authorizations to applicants and/or others. 8. Provides administrative support for department or committees. Prepares agendas and supporting materials, and takes minutes. Schedules appointments and meetings, and arranges travel for staff as requested. Follows up on actions as needed. 9. Prepares purchase orders, petty cash, expense vouchers, and other related requisitions ensuring proper approvals and coding. Orders office supplies and equipment for the department, and maintains inventory. 10. Maintains petty cash fund for department. 11. Sorts and distributes mail; prepares outgoing mail. ---PAGE BREAK--- Office Manger Planning Department Page 2 of 2 ADDITIONAL JOB DUTIES: 1. Provides back-up support for other department administrative positions. 2. Performs other related duties as assigned. REQUIREMENTS/MINIMUM QUALIFICATIONS: Knowledge of principles, practices, and techniques and related tools/equipment to accomplish the basic function of this position, including any safety and/or legal requirements. This may, but not necessarily, include specialized skills. Ability to manage, coordinate and/or lead office activities and to be adaptive and flexible to changing priorities to meet fluctuating deadlines. Ability to multi-task, and exercise discretion and judgment to resolve problems. Knowledge and ability to use standard office software programs including email, word processing, spreadsheet, and/or database applications. Knowledge and ability to operate standard office equipment including a personal computer, telephone, facsimile machine, photocopier, or other equipment required for the position. Any equivalent combination of education and experience that provides the applicant with the required knowledge, skills, and abilities to perform this job. A typical way to obtain the knowledge and abilities would be: High school diploma or GED and two to four years of progressively responsible clerical and/or accounting experience Two years of related college or business school course work may be substituted for two years of experience Licenses, Certificates, and Other Requirements Valid state driver’s license in state of residence Specific positions may require specialized training or certification WORKING CONDITIONS: Positions require the ability to perform those activities to complete the essential functions of the job, either with or without reasonable accommodation. Work is performed in an office, public forum or field location. Requires continuous and/or frequent talking, repetitive motions of hand/wrists, hearing, and handling and may require some physical exertion. Mental activities required by the employee in this position include leadership skills, decision making, interpersonal skills, supervisory skills, teamwork, creativity, customer service, mentoring, use of discretion, presentations/teaching, problem analysis, negotiation, and the ability to perform math and to read, write, speak and understand English. Required physical activities can include frequent keyboard fingering, talking, repetitive motions of hands and wrists, sitting, hearing and lifting, pushing, pulling, and carrying objects up to 25 pounds. Occasional attendance of evening meetings/hearings may be required. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skills typically required, and the scope of responsibility, but is not and should not be construed an all-inclusive listing of responsibilities, skills, work requirements, or working conditions. While it is intended to accurately reflect the position activities and requirements, individuals may perform other duties and Klickitat County, Washington reserves the right to modify, add or remove duties, and assign other duties as necessary, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the work load.