Office Manager

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　　Office Manager

　　Salary

　　$21.10 Hourly

　　Location

　　Las Cruces, NM

　　Job Type

　　Full-time Regular

　　Job Number

　　D067 01-24 DM

　　Department

　　Fleet

　　Opening Date

　　01/23/2024

　　Closing Date

　　2/5/2024 11:59 PM Mountain

　　Description

　　Benefits

　　Questions

　　Nature of Work

　　Performs office management, supervision, and administrative support functions to support management and operations.

　　Work is performed in a standard office environment. Depending of functional area of assignment, may involve occasional travel to other facilities where various hazards may exist, including uneven ground surfaces, all types of weather conditions, dust and exposure to varied traffic conditions.

　　Light physical demands; frequent to constant use of a personal computer; some lifting and carrying of files and reports; occasional lifting of moderately heavy objects (up to 30 pounds). Essential and marginal functions may require sitting for prolonged periods.

　　Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Position may require working a non-traditional schedule based assignment. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.

　　FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS.

　　Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process.

　　This posting will be used to fill a vacancy in the Fleet Department but may be used to fill other positions in various departments.

　　This position is a grade RN12.

　　Duties and Responsibilities

　　Plans and coordinates administrative support functions and services to ensure that tasks are properly assigned, prioritized, processed, managed, and resolved; monitors and supervises support staff, including those performing cashiering duties, for appropriate work oversight.

　　Manages office functions to schedule coverage and ensure appropriate levels of customer service; reviews and reconciles transactions and financial activities to comply with established policies and procedures; prepares and presents various special and recurring reports.

　　Meets regularly with staff to review work in progress, discuss and resolve administrative, workload and other issues, and prioritize and assign tasks and projects; evaluates performance, trains, counsels, coaches, and instructs employees in order to meet established goals and objectives; evaluates and analyzes functions, resources, processes and procedures to identify issues and recommend changes for improvement; interprets applicable policies and regulations to provide guidance in developing, implementing, and administering procedures; ensures staff adhere to established policies and procedures to remain in compliance with local, state and federal regulations.

　　Receives invoices and statements and prepares vouchers to submit for payment; reconciles accounts and may assist in annual budget development by compiling and collecting expenditures and costs; files and maintains related documentation in various formats and mediums.

　　Provides accounting and procurement support, reviews reports, records of deposits, disbursements, cash transactions and status updates to ensure accuracy, accountability and proper documentation of assigned accounts, funds, and assets.

　　Orders, maintains, and tracks office equipment, supplies, and inventories; follows appropriate disposal policies and procedures to maintain an accurate inventory of assets for the assigned Section.

　　Oversees the records retention process to ensure records are retained, stored, and/or destroyed in accordance with established policies.

　　Serves as liaison and responds to complaints and inquiries to provide consistent, timely, and appropriate information and customer service.

　　Minimum Qualifications

　　Equivalent to a high school diploma PLUS five (5) years of progressively responsible office management or support experience is required. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.

　　Valid driver’s license may be required or preferred. If applicable, position requires an acceptable driving record in accordance with City of Las Cruces policy.

　　Knowledge, Skills, and Abilities

　　Considerable knowledge of: principles and techniques of current office management practices and procedures; customer service and effective communication principles, standards, and methods; inventory control, municipal budgeting, employee supervision, administrative management, finance, cost accounting practices, methods and concepts; records management principles and record keeping practices; appropriate business English, spelling, grammar, punctuation, proofreading and editing; business mathematics; modern office equipment, business and personal computers, business office software applications, and report generation; City organization, operations, policies and procedures to effectively perform the required functions and duties of the position.

　　Ability to: perform a variety of duties and responsibilities and assess and prioritize multiple tasks, projects, and demands to meet critical deadlines; ensure appropriate levels of customer service to achieve expectations and meet objectives; read, understand, interpret, and assure compliance with a variety of policies, procedures and regulations governing related activities, programs, and functions; firmly and impartially supervise, coach, lead and direct the activities of staff; research and compile applicable information and maintain accurate records; maintain confidentiality of sensitive information and data; communicate effectively in verbal and written forms; prepare and present accurate and reliable reports containing findings and recommendations; review documents and extract relevant information; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; present a positive image; timely and accurately enter data using a personal computer with basic and specialized software applications in performing daily functions.

　　Skills in: using initiative and independent judgment within established procedural guidelines; reading, interpreting, understanding, and applying policies, procedures, and applicable rules and regulations; assessing needs and developing and implementing effective solutions; researching, analyzing, and synthesizing data, evaluating alternatives and making logical recommendations based on findings; reviewing, evaluating, and verifying financial records, mathematical calculations and account documentation; updating financial information, maintaining accurate records, and identifying and reconciling errors; effectively managing and leading staff and delegating tasks; operating standard office equipment and a personal computer with installed generic and specialized software; preparing and presenting information in a clear and concise manner; demonstrating effective interpersonal communication skills, building consensus among groups and individuals, and conflict resolution.

　　To view a summary of benefits offered by the City of Las Cruces,

　　Click here (http://www.las-cruces.org/207/Employee-Benefits)

　　01

　　Are you a current City of Las Cruces employee? (If you fail to include this information under the work experience section of your application, you may be disqualified from the process).

　　Yes

　　No

　　02

　　Do you have, at a minimum, the required high school diploma or equivalent (GED)? (If you fail to include this information under the education section of your application, you may be disqualified from the process.)

　　Yes

　　No

　　03

　　Do you have a minimum of five (5) years of progressively responsible office management or support experience? (If you fail to indicate this information under the work experience section of your application, you may be disqualified from the process.)

　　Yes

　　No

　　04

　　A valid Driver's License may be required or preferred. Do you have a valid Driver's License?

　　Yes

　　No

　　05

　　If you answered "yes" to the previous question above, please indicate the type of license, license number, expiration date, any restrictions or endorsements, and the state that issued the license. If none, type N/A.

　　06

　　PREFERENCE: This position has a preference for public sector experience. Do you meet this preference? (If you fail to include this information under the work experience section of the application, you may be disqualified from the selection process.)

　　Yes

　　No

　　07

　　PREFERENCE: This position manages office functions. Do you have experience in office management? (If you fail to include this information under the work experience section of the application, you may be disqualified from the selection process.)

　　Yes

　　No

　　08

　　PREFERENCE: This position serves as liaison and responds to complaints and inquiries. Do you have customer service experience working with the public? (If you fail to include this information under the work experience section of the application, you may be disqualified from the selection process.)

　　Yes

　　No

　　Required Question

　　Agency

　　City of Las Cruces

　　Address

　　P.O. Box 20000Las Cruces, New Mexico, 88004

　　Phone

　　575-528-3100575-528-3100

　　Website

　　http://www.lascruces.gov

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