Engineering Office Manager


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OFFICE OF HUMAN RESOURCES

NOTICE OF JOB AVAILABILITY
INTERNAL/EXTERNAL POSTING

JOB TITLE: Office Manager DEPARTMENT: Engineering
[x] CIVIL SERVICE [ ] APPOINTMENT [ ] TEMPORARY HELP

POSTED: March 15, 2024 LAST DAY FOR FILING: March 27, 2024
PAY RANGE: $17.76 - $23.28 PER HOUR

DISTINGUISHING FEATURES:
Performs advanced administrative support and accounting work in serving as Office Manager for the Engineering Department. Work involves responsibility for performing a full range of complex administrative support duties requiring discretion, judgment and tact. Relieves supervisor of routine administrative tasks and ensures smooth and efficient operation of the Engineering Office. An employee assigned to a position in this class is responsible for the clerical operation of a major work unit, requiring frequent contact with the public and most senior officials of the City. Positions in this classification require performance of a wide variety of responsible, journey level administrative support and accounting tasks and activities, including accounting, technical typing, word processing and public relations. Employees frequently work independently. Work is performed under general supervision, with latitude for independent actions, and is reviewed through conferences, meetings and review of completed work for the achievement of desired results, as well as, the annual performance review.

ESSENTIAL JOB FUNCTIONS AND DUTIES:
* Provides instruction, guidance, general assistance and back-up support to other office staff; ensures Engineering Office is staffed to receive visitors and calls;
* Checks that office equipment is operating or arranges for repair or maintenance; checks that office supplies are on hand or ordered.
* Works in coordination with the City Engineer and other staff, prepares the department budget and budget amendments; tracks funding for the department budget and capital projects, prepares and maintain records, monitors department and various project budget expenditures and account balances; provides statistical and accounting support documentation and reports.
* Plans and develops work schedules and is responsible for reporting to the City Engineer and Safety Service Director.
* Acts as liaison between administrative support and the senior management.
* Processes purchase orders, requisitions and invoices; ensures that funding is available for payment; classifies and codes expenditures; verifies computations, statements and invoices for correct purchase order authorizations, unit prices, discounts and codes; approves routine invoices or forwards invoices to appropriate staff member; verifies accuracy of posted data.
* Assists in the preparation, review and submission of all project change order requests.
* Responsible for the preparation and submission of all payout requests from contractor for approval.
* Assists in daily organization, maintenance and upkeep of engineering records, files and plans.
* Compiles and reproduces bid documents and other engineering documents.
* Performs a variety of administrative tasks in relieving City Engineer and other staff of important administrative details; conducts responsible research and gathers information for meetings, reports and other purposes; transmits orders and instruction for the City Engineer and other staff as directed; interprets administrative policies and procedures.
* Types, prepares and proofs letters, statements, reports, memoranda, minutes, budgets, bid specifications and a variety of correspondence from dictation, notes or rough draft.
* Reports bi-weekly on departmental progress made in Engineering status report.
* Assists/Prepares specifications for capital projects; compiles proper legal documents; assigns or prepares and submits ads to newspapers.
* Provide administrative services necessary that enable the City Engineer to exercise exclusive jurisdiction of the issuance of permits listed below and assist the City Engineer in enforcing rules and regulations pertaining thereto:
* Access Permits
* Driveway Permits
* Right-of-way Permits
* Demolition Permits
* Must be able to communicate clearly, be decisive, observant and innovative.
* Performs general administrative support duties.

EDUCATION AND EXPERIENCE REQUIREMENT
Work requires possession of a high school diploma or GED certificate and a minimum of five (5) years responsible experience in secretarial, administrative or accounting work.
OR
Any combination of education and experience that provides the following knowledge, abilities and skills:
• Construction administration experience is preferred.
• Knowledge of business English, spelling and arithmetic.
• Knowledge of secretarial practices and procedures.
• Knowledge of department operations and organization structure and administrative policies and procedures.
• Knowledge of or ability to quickly learn policies, procedures and equipment of the Engineering Department, the organization and mission and staff of the various City departments.
• Knowledge of computers and their application to the preparation and maintenance of records.
• Ability to communicate effectively, both orally and in writing.
• Ability to compose letters and other correspondence on a variety of administrative matters and to prepare and maintain administrative and fiscal records.
• Skill in the operation of a personal computer and word-processing, spreadsheet, and database software, and in the preparation and maintenance of automated records and files.
• Skill in establishing and maintaining effective working relationships with supervisors, City officials, employees of other departments and the general public.

The class specification which appears above is intended merely to identify the class and be illustrative of the kinds of duties that may be assigned to the position allocated to the class and should not be interpreted to describe all of the duties which may be required of employees holding a positon assigned to this class.

ADDITIONAL INFORMATION: Theresa Taylor, Human Resource
301 Putnam Street, Marietta, OH 45750
Phone: (740) 373-1387
E-mail: ttaylor@mariettaoh.net

“THE CITY OF MARIETTA, OHIO IS AN EQUAL OPPORTUNITY EMPLOYER”
Distribution: Safety-Service Director, Bulletin Boards

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