Office Manager - Parks & Facilities

SAN-Juan-County,-Nm; New Mexico; On-site; USD 42,000 - 60,000; Full time

Job summary

San Juan County is seeking an experienced administrative supervisor to oversee the Parks and Facilities team. You will supervise staff, manage timekeeping and payroll, assign workloads, and drive process improvements within the ERP system.

The role requires an Associate’s degree with 4+ years relevant experience and 1 year supervisory experience, with a preference for a bachelor’s degree. This is a full-time, on-site position with variable shifts including nights and weekends.

Qualifications

• Requires Associate’s degree with four (4) years of relevant administrative experience and one (1) year of supervisor experience; a bachelor’s degree is preferred; or a combination of equivalent years of experience and education.
• Valid State of New Mexico Driver's license or able to obtain within six (6) months of employment.

Responsibilities

• Supervise and direct the daily activities of the support staff through appropriate delegation, managerial support, and work supervision.
• Responsible as a timekeeper and assists in tracking the payroll system.
• Screen and assign workload; plan, prioritize and assign tasks and projects; assist in developing performance standards.
• Counsel, train and coach staff; monitor work, develop staff skills, and evaluate performance; identify training needs and develop training for staff.
• Monitor operations and procedures and submit recommendations for improving the work group functions and processes; clarify and reconcile issues relating to policies and procedures.
• Meet regularly with staff to offer support and guidance; analyze and evaluate issues and recommend and implement solutions.
• Research staffing, budget and administrative issues to resolve questions and validate information; assures the accountability and integrity of all procedures, transactions and required documentation; collects data, and compiles reports.
• Resolve problems, create solutions, allocate resources, and assure quality of workplace products.
• Review, investigate, and correct errors and inconsistencies in data entries, transactions, documents, procedures and reports.
• Serve as an information source and liaison between the work group and various organizations and agencies; serves on committees, task forces and other groups as requested.
• Coordinate information and assure effective communication between work groups and County departments.
• Assist Director with budget.
• Assisting Building & Grounds Manager & all department staff when needed
• Backup for Event Coordinator.
• Receive, open, review and distribute all mail.
• Perform other related duties as assigned.

Skills

Supervision

Timekeeping

Payroll

Task delegation

Staff training

Data entry

Reporting

Education

Associate’s degree + 4 years experience + 1 year supervisor

Bachelor’s degree preferred

Tools

ERP system

Job description

Under general supervision of the Parks and Facilities Director, supervises staff and performs a variety of administrative functions to support the activities of the Department.

• Associate’s degree with four (4) years of relevant administrative experience and one (1) year of supervisor experience; a bachelor’s degree is preferred; or a combination of equivalent years of experience and education.
• Valid State of New Mexico Driver's license or able to obtain within six (6) months of employment.

• Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports.
• May be subject to bending, reaching, kneeling and lifting such as retrieving files, records, and reports.
• Full-time work hours for this position consist of nights, weekends, holidays, and overtime. Rotating weekend and overtime scheduling is a requirement for the operations of this facility.
• Work schedule for this position may include working on religious holidays.
• Utilize, process, and navigate the County’s electronic ERP system as necessary and appropriate based on the needs and requirements of this position.

Essential Job Functions:

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.

• Supervise and direct the daily activities of the support staff through appropriate delegation, managerial support, and work supervision
• Responsible as a timekeeper and assists in tracking the payroll system.
• Screen and assign workload; plan, prioritize and assign tasks and projects; assist in developing performance standards.
• Counsel, train and coach staff; monitor work, develop staff skills, and evaluate performance; identify training needs and develop training for staff.
• Monitor operations and procedures and submit recommendations for improving the work group functions and processes; clarify and reconcile issues relating to policies and procedures.
• Meet regularly with staff to offer support and guidance; analyze and evaluate issues and recommend and implement solutions.
• Research staffing, budget and administrative issues to resolve questions and validate information; assures the accountability and integrity of all procedures, transactions and required documentation; collects data, and compiles reports.
• Resolve problems, create solutions, allocate resources, and assure quality of workplace products.
• Review, investigate, and correct errors and inconsistencies in data entries, transactions, documents, procedures and reports.
• Serve as an information source and liaison between the work group and various organizations and agencies; serves on committees, task forces and other groups as requested.
• Coordinate information and assure effective communication between work groups and County departments.
• Assist Director with budget.
• Assisting Building & Grounds Manager & all department staff when needed
• Backup for Event Coordinator.
• Receive, open, review and distribute all mail.
• Perform other related duties as assigned.