Office Manager - Streets

Ocean State Job Lot; Franklin (TN); On-site; USD 69,000 - 76,000; Full time

Job summary

The City of Franklin is seeking an experienced administrative professional to provide comprehensive support across several departments, including accounts payable, payroll, and office operations. This full-time role offers a stable municipal career with opportunities to contribute to daily government services.

Education and experience requirements include a one-year certificate in Office Administration and three to four years of related office work.

Qualifications

• One-year certificate in Office Administration from college or technical school.
• Three to four years of office related experience and/or training.

Responsibilities

• Oversees administrative support for multiple departments including accounts payable, payroll, work orders/dispatch, budget monitoring, and general office tasks.
• Supervises clerical staff, directs workload, and conducts performance evaluations.
• Provides general office support and customer service, including handling calls, emails, and event coordination.

Education

One-year certificate in Office Administration

Job description

The City of Franklin is a progressive community, as well as a great place to live and work. There are tremendous opportunities to establish a career with the City's municipal government. Job responsibilities at the City of Franklin are many and varied, as well as challenging and rewarding. Working for the City of Franklin instills a sense of civic pride and gratification for serving the needs of the public.

About City of Franklin

The City of Franklin is a progressive community, as well as a great place to live and work. There are tremendous opportunities to establish a career with the City's municipal government. Job responsibilities at the City of Franklin are many and varied, as well as challenging and rewarding. Working for the City of Franklin instills a sense of civic pride and gratification for serving the needs of the public.

About City of Franklin

The City of Franklin is a progressive community, as well as a great place to live and work. There are tremendous opportunities to establish a career with the City's municipal government. Job responsibilities at the City of Franklin are many and varied, as well as challenging and rewarding. Working for the City of Franklin instills a sense of civic pride and gratitude for serving the needs of the public.

About City of Franklin

The City of Franklin is a progressive community, as well as a great place to live and work. There are tremendous opportunities to establish a career with the City's municipal government. Job responsibilities at the City of Franklin are many and varied, as well as challenging and rewarding. Working for the City of Franklin instills a sense of civic pride and gratification for serving the needs of the public.

About City of Franklin

The City of Franklin is a progressive community, as well as a great place to live and work. There are tremendous opportunities to establish a career with the City's municipal government. Job responsibilities at the City of Franklin are many and varied, as well as challenging and rewarding. Working for the City of Franklin instills a sense of civic pride and gratification for serving the needs of the public.

About City of Franklin

The City of Franklin is a progressive community, as well as a great place to live and work. There are tremendous opportunities to establish a career with the City's municipal government. Job responsibilities at the City of Franklin are many and varied, as well as challenging and rewarding. Working for the City of Franklin instills a sense of civic pride and gratification for serving the needs of the public.

Starting Pay: $69,468 - $75,598 /Annually

Under general supervision, performs or oversees administrative support for the Street Department, Fleet Division, Water Department, and SES Department including accounts payable and payroll, work order/dispatch, preparing/monitoring department budget, assisting in coordinating department activities, and general office support.

• Supervises, directs, and evaluates the work of clerical personnel, handling employee concerns and problems, directing work, counseling, disciplining and completing employee performance evaluation.
• Participates in the selection of clerical and technical personnel.

B . Oversees Administrative Support

• Oversees maintenance of work order automation; oversees scheduling of projects and adjustments to scheduling as needed to accommodate changing priorities and emergencies; directs troubleshooting of system related scheduling problems.
• Functional administrator for Fleet Maintenance Information Software (FMIS)
• Oversees preparation of payroll information.
• Ensures compliance with Department policies and procedures.
• Recommends procedures to ensure efficient workflow and timely completion of work.

C.Administers Accounts Payable and Supplies Purchasing

• Reconciles invoices with delivery receipts; codes and approves invoices; enters in purchasing system.
• Monitors departmental expenditures relative to budget.
• Maintains control of supplies inventory; maintains inventory records; orders supplies as needed.

D. Provides General Office Support

• Answers multi-line telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.
• Responds and/or forward emails to appropriate parties.
• Types memos and correspondence.
• Maintains files.
• Assists in coordinating Departmental and City events.

E. Customer Service

• Receives and responds to customer complaints.
• Evaluates information related to City standards; consults with Department staff as needed.
• Refers problems to supervisor or appropriate crew supervisor; explains corrective actions to customers.
• Serves as liaison between supervisors and customers.
• Notifies customers when issues arise with their Fleet services.
• Notifies customers when Fleet services have been completed, answers questions regarding Fleet services when necessary.

F.Oversees Department Facility Maintenance

• Contacts City of Franklin Facilities staff to obtain service for HVAC, plumbing, and electrical as needed. Coordinates scheduling and monitors facilities maintenance work.

III. Other Job Duties

Performs department/division specific duties as assigned.

Performs other job duties as assigned.

IV. Primary Job Challenges

Primary challenges of this position include prioritizing workflow, efficiently using space and staff, and dealing with multiple tasks and interruptions.

V. Equipment Operated

General office equipment including computers, copiers, printers, and multiline telephone.

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 administrative support practices as necessary in the completion of daily responsibilities. Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs and policies, etc. as they pertain to departmental operations and activities. Is able to effectively communicate and interact with supervisors, co-workers, and all other groups involved in the activities of the department. 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, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.Write reports, business correspondence, and procedure manuals.Effectively present information and respond to questions from groups of managers, customers, and the general public.

Mathematical Skills: Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.Apply concepts of basic algebra and geometry.

Reasoning Ability: Apply common sense understanding to carry out multi-step instructions furnished in written, oral, or diagram form.Assess and deal with problems based on previous experience and technical knowledge.

Teamwork: Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate.

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 50% of the time.

Occasionally move about inside the office/building to access file cabinets, office machinery, the public, etc.

Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.

Regularly positions self to maintain office area and items needed to complete daily tasks.

Regularly communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.

Occasionally ascends/descends stairs/ladders in various work areas.

Frequently moves/transports up to 10 pounds.

Occasionally moves/transports up to 25pounds.

Work Environment: Performance of the essential duties of this job requires:

Occasional work near moving mechanical parts

Occasional exposure to fumes or airborne particles

Occasional exposure to toxic or caustic chemicals

Occasional exposure to outdoor weather conditions

The work environment is often noisy (examples: garage equipment, heavy truck noise, fleet equipment noise, etc.).

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through attainment of a one-year certificate in Office Administration from college or technical school, plus three to four years of office related experience and/or training; or equivalent combination of education and experience.

The City of Franklin is dedicated to providing equal opportunity for employment to all applicants without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, or any other protected class. The City of Franklin adheres to Title VI as well as Title VII.

U. S. Patents 7,080,057; 7,310,626; 7,558,767; 7,562,059; 7,472,097; 7,606,778; 8,086,558 and 8,046,251.