Office Manager

Posting Type: Closed Competitive

Work Type: Full-Time

Nature of Work: This is skilled administrative and supervisory work in an administrative office of a City department. Work involves supervising a group of employees engaged in complex departmental administrative and clerical functions. An employee in this classification works with considerable independence, making decisions based on experience, defined expectations, and departmental policies, and receives general guidance from a supervisor.

Education and Experience: The knowledge, skills, and abilities may be acquired through, but are not limited to, the following combination of education and/or experience.

High school diploma or its equivalent
AND
Five (5) years of professional office work in an office setting, two (2) years of which must have been in a supervisory capacity.

Pay Range: $66,102.40 with step increases to $87,547.20 Annually

Benefits: Forty-hour work week. Paid leave per year: twelve days vacation; five days management; fifteen days sick; and fourteen holidays. Employee's group health insurance, including major medical, vision, and dental, for individual or family. Defined benefit pension plan, plus Social Security, and more. See hr.cityofomaha.org for detailed information.

Who Can Apply: Applicants for a closed competitive posting are required to meet the following: Candidates must be a current or former City of Omaha employee in any of the following categories: Part-time, Seasonal, Classified, Unclassified, or Probationary, who has worked, at the time of application, at least 1,040 cumulative hours within the last 5 years and has been employed by the City at sometime within the last 18 months and who meets the qualifications as set forth in the posting.

How to Apply: Completed City of Omaha employment applications must be submitted using the online application from the City website. It is the sole responsibility of the applicant to check and ensure that any and all required application materials and supplemental forms are received by the City of Omaha Human Resources Department by the stated deadline. You may confirm receipt of any materials and forms by contacting the Human Resources Department. If the materials are not received in the Human Resources Department by the stated deadline, they will not be considered. There will be no exceptions to this rule.

Examination Information: The examination will consist of a training and experience form designed to assess job-related knowledge, skills, and abilities of the position. The training and experience form will be given to candidates once their application has been received, reviewed by a recruiter, and accepted to test for the position. The form must be completed and returned to the Human Resources Department by March 10, 2025 (passing score 60%). Final eligibility list will be the training and experience form weighted 100%.

Veteran Points: Not applicable to this posting.

Required Knowledge, Skills, and Abilities:

• Knowledge of the principles and applications of office management, including modern office procedures, clerical techniques, and office equipment.
• Knowledge of and ability to operate a computer or other technology using standard or customized computer or systems software applications appropriate to the assigned tasks.
• Knowledge of departmental policies, procedures, and functions.
• Knowledge of office bookkeeping, record keeping, and report compilation methods.
• Ability to understand and interpret departmental and divisional rules, regulations, procedures, and functions and to apply them to practical situations.
• Ability to learn and adapt to advances in computer, mobile and electronic device technology and software.
• Ability to plan, organize, and supervise the work of a number of administrative and clerical staff.
• Ability to prepare clear and concise oral and written reports.
• Ability to develop, explain, and implement new operating procedures and revise them to meet the department's needs.
• Ability to prioritize goals and assignments and to complete projects with minimal supervision.
• Ability to communicate effectively, orally and in writing.
• Ability to maintain the confidentiality of all departmental communications, documents, transactions, and records.
• Ability to understand written or oral instructions.
• Ability to establish and maintain effective working relationships with fellow employees, representatives of public and private concerns, and members of the general public.
• Ability to adhere to safety policies, procedures, and guidelines.
• Ability to sit from 61 to 75% of the time; to stand and walk from 26 to 50% of the time; and to climb, reach, balance, bend, stoop, squat, or lift up to 25% of the time.
• Ability to use up to ten (10) pounds of force to move objects up to 33% of the time and to use lesser amounts of force to move objects from 34 to 100% of the time.

Essential Functions: Any one position may not perform all of the duties listed, nor do the listed examples include all of the duties that may be performed in positions allocated to this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Recommends hiring, discipline, or termination, and trains, schedules, assigns, oversees, and evaluates the work of a staff of administrative and clerical personnel.
• Oversees the processing of and approves financial documents such as bids, contracts, requisitions, credit card statement, and vouchers which do not require City Council approval.
• Monitors the progress of departmental projects, performs project final close outs, and compiles reports of start and completion dates, quantities and costs of materials, labor, and equipment, and other pertinent cost figures.
• Oversees the posting and maintenance of personnel, inventory, payroll, receipts, costs, and work completed records.
• Coordinates the administrative activities of the division to increase efficiency and avoid duplication.
• Coordinates fiscal operations, compiles departmental budget requests, monitors expenditures from specific accounts, and coordinates the preparation of monthly fiscal reports.
• Assists with keeping the department's website current.
• Provides reports related to division services on a scheduled and as-needed basis.
• Maintains regular job attendance in accordance with a schedule established for the position by the supervisor.
• Performs other related duties as assigned or as the situation dictates within the scope of this classification.
• If assigned to the Convention and Visitor's Bureau:
• Assists with building and maintaining a digital library of location images.
• Coordinates the preparation of an events calendar, gathering information, distributing weekly and monthly updates, and maintaining awareness of all public events in the City.
• Gathers information for a "Visitor's Guide," proofreads copy, and coordinates mailings.
• Maintains an accurate list of radio, television, and newspaper media for advertising and publicity purposes.
• If assigned to the Planning Department - Permits and Inspections Division:
• Reviews and issues building and construction permits, ensuring accuracy and adherence to standards and policies.
• Provides technical information related to issuance of all of permits to staff, applicants, and the general public.
• Calculates and issues refunds for cancelled permits.

Conditions of Employment: Candidates must provide proof of U.S. citizenship or proof of permanent residence or authorization to work. The City of Omaha reserves the right to conduct criminal history, driving record, reference and credit checks and a background investigation on applicants for employment. Successfully passing a criminal background review, reference check, and if applicable, a credit check, is required as a condition of employment. If applicable, the City will require that you successfully pass a review of the driver's license, driving abstract, a pre-employment drug test, a hearing test and a back screening examination as a condition of employment. Failure to provide the information requested in the application process in a truthful, accurate and complete manner may result in disqualification, revocation of conditional employment or termination.

Reasonable Accommodation: The City of Omaha does not discriminate on the basis of disability. If you need a disability-related accommodation during the job application or selection process, advise the Human Resources Department at least 48 hours prior to the need by emailing employment@cityofomaha.org.

For a complete description of this job classification, visit hr.cityofomaha.org

Contact Points:

City of Omaha Human Resources Department
1819 Farnam St, Suite 506
Omaha, NE 68183

Phone: (402) 444-5300
Fax: (402) 444-5314

Website: hr.cityofomaha.org
Email: employment@cityofomaha.org