Summary Statement
This is the second level of office management work, responsible for overseeing the daily operations and efficient functioning of an organization's office environment. Primary work includes planning, coordinating, and managing all aspects of the office encompassing administrative support, communications, support services, and other agency-specific functions. In addition to work performed at the Office Manager level, employees are responsible for a broader scope of office operations, which requires supervising office work and related support staff. This position must be available to work overtime as needed during storm events and other emergency events on short notice and some cases no advance notice.
Essential Functions
Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.
1. Plans, coordinates, and manages all aspects of regional, county, division, or department level office operations.
2. Interprets, explains, and ensures compliance with state, federal, or other relevant laws, rules, regulations, standards, policies, and procedures.
3. Manages administrative support, communications, and support services, including fleet management, forms/records management, facilities management, inventory, equipment maintenance and repair, mail distribution, and other agency-specific functions.
4. Conducts research and analyzes data to make recommendations on personnel, staff coverage, workflow, cost reduction, recordkeeping, performance standards, equipment, and supply utilization, or other functions supported. May assist with onboarding and training of new employees.
5. Ensures deadlines and performance measures are met, monitors workflow to adjust priorities, and recommends improvements.
6. Oversees and manages record-keeping systems or logs to file, track, and retrieve documents.
7. Maintains and participates in modernization of information systems or databases.
8. Drafts, manages, and distributes communications and other materials for public and/or internal use.
9. Manages office supplies and equipment. Troubleshoots less complex technology or equipment errors/issues and contacts appropriate vendor or information technology personnel to resolve as needed.
10. Supports contracting and procurement processes, and monitors adherence to budgets, applicable agreements, grants, or contracts; notifies supervisor of issues. May assist with budget preparation and monitoring.
11. Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
12. Performs other related duties as required.
Job Requirements
JOB REQUIREMENTS for Senior Office Manager Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
13. One year of experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
14. Three years' experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
15. Three years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
16. Two years' experience in providing guidance and consultation to management, customers, and others on administrative matters.
17. Coursework, training and/or work experience in staff supervision which may include performing as a lead worker overseeing the work of others.
Conditions of Hire
Pre-employment Drug Testing: Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process. Criminal background check: A satisfactory criminal background check is required as a condition of hire. The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire. As a condition of hire you must possess a valid driver's license (not suspended, revoked or cancelled, or disqualified from driving). Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.