Office Manager

City of Franklin, Tennessee; Franklin (TN); On-site; USD 69,000 - 76,000; Full time

Job summary

The City of Franklin, Tennessee is seeking an Office Manager to oversee administrative staff within Fire Administration, ensuring compliant, efficient operations and minimal downtime. This role includes coordinating schedules, records, payroll, and accounts payable, while supporting onboarding, budgeting, and procurement.

The ideal candidate will supervise clerical personnel, maintain filing systems, and provide reporting, with liaison duties to the public and internal departments.

Qualifications

• Bachelor’s degree and 4–6 years of related experience.
• Strong computer, technology, writing skills and proficiency with Microsoft Office Suite.
• Experience with accounts payable, payroll, and procurement processes.
• Knowledge of city policies and departmental procedures.
• Ability to supervise clerical staff and manage schedules.

Responsibilities

• Oversees scheduling of meetings and provides meeting minutes and follow-up.
• Manages payroll documentation and time sheets.
• Coordinates department onboarding and access to software platforms.
• Maintains filing systems and records per city policies.
• Acts as liaison with the public and supports front desk coverage.

Skills

Administrative skills

Scheduling

Records management

Payroll processing

Supervisory experience

Customer service

Microsoft Office

Education

Bachelor’s degree

Tools

Cadient

CivicClerk

HighQ

Trakstar

Job description

The City of Franklin is a progressive community and an excellent place to live and work. Our municipal government offers abundant opportunities to build a meaningful and successful career. Roles within the City are diverse, challenging, and rewarding, and they provide employees with a strong sense of civic pride through service to the public.

Starting Pay:

$69,468 - $75,598 Annually

Benefits Information:

I. Purpose of Job

The Office Manager manages and oversees the workload of administrative staff within Fire Administration with regard to processing, performance, and developmental practices in a compliant, efficient, and ethical manner to ensure business operations remain intact with minimum down time or interruption of departmental workflow.

A. Administrative Support to Fire Chief and Office Coordination

• Oversees scheduling of meetings and provides meeting minutes and follow-up and/or talking point items to attendees.
• Investigates unusual complaints, inquiries, or circumstances to determine or recommend best possible action for resolution of issues.
• Establishes, organizes and maintains computerized filing systems; ensures filing systems are updated and maintained and records are effectively transferred, secured, and destroyed according to City and departmental policies and schedules.
• Assists with coordination of Fire Department onboarding by ensuring all employee profiles are added to existing databases and access is provided to software platforms in accordance with established policy and procedures.
• Designs, proposes and implements processing policies and procedures based on departmental needs.
• Provides documentation, reports and other requested information for benchmarking.
• Directs, coordinates, and participates in more complex personnel, financial or administrative tasks; compiles statistics, expenditures, and related data to assist in the preparation of the department annual budget and other projects.
• Supervises, directs and evaluates the work of clerical personnel, handling employee concerns and problems, directing work, counseling, disciplining and completing employee performance evaluations. Oversees management, updating, communications, and reporting of all departmental employees in Trakstar.
• Processes a variety of documentation associated with departmental operations per established procedures and within designated timeframes; distributes documentation and maintains records as appropriate. 0Coordinates all annual departmental promotional testing for Engineers, Lieutenants and Captains.
• Manages all Human Resources job posting processing in Cadient.
• Designs, proposes, and implements processing policies and procedures based on departmental needs.
• Participates in interviewing and selecting clerical personnel.
• Recommends procedures to ensure efficient workflow and timely completion of work.
• Maintains appointment calendars for Fire Chief, Assistant Fire Chief, departmental vehicles. Assists in coordinating and processing documentation of all surplus inventory to the Purchasing Department to assist with Gov Deals sales and publishing.
• Organizes, designs and completes holiday gift and card ordering and purchasing for Fire Chief.

B. Records Management

• Prepares, reviews, and maintains all confidential memos, correspondence and documentation regarding employee counseling and disciplinary hearings.
• Prepares and submits contract documentation through CivicClerk for BOMA work sessions and meetings.
• Prepares, submits, distributes and monitors all legal contracts and research questions through HighQ.
• Receives various forms, reports, time sheets, minutes, invoices, applications, attendance records, performance evaluations, purchase orders, policies, bylaws, manuals, reference materials, or other documentation and reviews and completes, processes, forwards or retains as appropriate.

C. Administers Accounts Payable and Payroll

• Processes documentation relating to department payroll; reviews time sheets for accuracy and completeness; maintains records of employee vacation time, sick time, overtime and leave requests; makes appropriate calculations; forwards payroll documentation as appropriate.
• Completes purchases for departmental materials and services; pays, codes, reconciles and files all related invoices.
• Reviews delivery receipts and enters purchase documentation into current purchase card and electronic inventory systems.
• Maintains inventory of department supplies; initiates order for new or replacement materials.
• Manages all departmental City purchase card documentation and transactions; processes purchase card requests; completes purchase card activation for departmental users and communicates deactivation requests to Purchasing Department.
• Communicates frequently with vendors to ensure accurate accounting and payment of departmental invoices.
• Acts as Departmental Purchasing Agent and ensures all invoices are paid, filed, and maintained within established City and Department policies and procedures.

D. Provides General Office Support

• Oversees the management of all Fire Public Record Requests via JustFOIA.
• Acts as backup for in-person front desk office coverage and support; answers multi-line telephone, greets visitors, processes deliveries; provides information and assistance; takes and relays messages and/or directs to appropriate personnel; returns calls as necessary.
• Serves as Fire Department liaison with the public by providing assistance and information and by responding to routine questions, complaints or requests for service.
• Performs customer service functions; provides assistance and information related to department services, procedures, forms, fees, or other issues; responds to routine questions, complaints, or requests for service; initiates problem resolution.
• Assists in training classes and inventory management; may be required to schedule training, travel, and other necessities for team members.
• Assists in planning and preparing for meetings to include preparing agendas and meeting packets, setting up meeting facilities, copying materials, distributing documentation, maintaining records, or other tasks as necessary.
• Compiles various data pertaining to department operations; performs research as needed; makes applicable calculations; prepares or generates reports.
• Composes, edits, prepares or completes various forms, correspondence, reports, agendas, schedules, purchase orders, charts, graphs, brochures, and other documents.

III. Other Job Duties

Performs other job duties as assigned, including:

• Attends management meetings, training sessions, and conferences related to current management needs.
• Performs related duties and responsibilities to assist other employees in the department as required.
• Assists with special projects such as public education, special events, public presentations, etc.
• Arranges and/or assists in interactions with other city departments as necessary to address city-related needs and participates in committees as requested.
• Compiles and distributes bi-monthly departmental information updates and reminders related to EMS, Fire IT, Fire Prevention, Training Division, Fire & Life Safety Educator, and Fire Chief in addition to city-related information and reminders.
• Designs, orders, and distributes and/or processes employee appreciation items; i.e., Franklin Fire Baby Onesies, FFD Special Delivery Baby Blankets for on-shift deliveries, Christmas Ornaments, Challenge Coins, Business Cards, etc.

IV. Primary Job Challenges

Primary challenges of this position include prioritizing and multi-tasking a wide variety of job functions and assuring tasks are completed in a timely manner.

V. Equipment Operated

Computer and other office equipment such as printers and fax machines.

• Job Content Knowledge: Has general knowledge of the policies, procedures, and activities of the City and the assigned department as they pertain to the performance of duties relating to the position; has general knowledge of practices as necessary in the completion of daily responsibilities; has comprehensive knowledge of the terminology, principles, and methods utilized within the department; is knowledgeable and proficient with computers; has the ability to type and to record/transcribe dictation accurately and with appropriate speed.
• Language Skills: Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees of organization.
• Mathematical Skills: Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Reasoning Ability: Apply common sense understanding to carry out multi-step instructions furnished in written, oral, or diagram form; ability to deal with problems by choosing from several known choices with frequent reliance on how problems were dealt with before.
• Teamwork: Develops constructive and cooperative working relationships with others

VII. Physical Demands and Work Environment

Physical Demands:

Performance of the essential duties of this job requires the incumbent to:

• Remain in a stationary position 75% of the time.
• Occasionally move about inside the office/building to access file cabinets, office machinery, the public, etc.
• Constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
• Regularly position self to maintain office area and items needed to complete daily tasks.
• Regularly communicate information and ideas so others will understand; must be able to exchange accurate information in these situations.
• Occasionally move/transport up to 10 pounds.

Work Environment: Performance of the essential duties of this job requires working in an environment that is moderately noisy (examples: business office with computers and printers, light traffic) with frequent interruptions

VIII. Qualifications

• Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through obtaining a Bachelor’s degree and four to six years related experience and/or training or an equivalent combination of education and experience; must have strong computer, technology, communication, and writing skills and be proficient with Microsoft Office Suite.