OFFICE MANAGER DEFINITION: Under the direction of a Director, Administrator or comparable level supervisor, provide assistance with varied and complex secretarial and clerical support services to assist with administrative detail; organize office activities and coordinate flow of communications for the assigned supervisor; train and provide work direction to clerical and secretarial personnel as assigned SUPERVISION FROM: Director of Department SUPERVISION OVER: None May direct the work of the Secretary I and/or clerical staff EXAMPLES OF DUTIES AND RESPONSIBILITIES: ? Composes correspondence and transcribes from rough draft. ? Research and compile a variety of information; compute statistical information for various federal, State and District reports; process and evaluate a variety of forms related to assigned area ? Assembles materials for and prepares reports; maintains statistical records. ? Assure timely communications between assigned office and District employees; make phone calls to receive and transmit information; resolve problems as appropriate; refer difficult situations to supervisor. ? Tracks all expenditures. ? Prepares requisitions, purchase orders and pay invoices through district software programs. ? Reconciles the department clearing account. ? Type a variety of materials including inter-office communications, applications, requisitions, forms, letters, special projects, legal documents and other materials; establish and maintain project and confidential files. ? Schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment calendar; collect and compile information for meetings, projects and workshops; prepare Board agenda items and related materials. ? Posts, balances and adjusts accounts and then reviews for accuracy and completeness. ? Operates standard office equipment including a computer using Office 2000 products. ? Maintain a variety of complex personnel records, lists, files and records including confidential materials; administer payroll for department including completion and submission of time sheets as directed; assure confidentiality of information and records. ? Assists with preparation of budget documents. ? Operate a computer terminal, microcomputer and peripheral equipment to record information and generate lists, reports and other materials; utilize word processing and other software as required. ? Other duties as assigned. KNOWLEDGE OF: District organization, operations, policies and objectives. Department organization, rules and programs. Modern office practices, procedures and equipment. Telephone techniques and etiquette. Business letter and report writing techniques. Correct English usage, grammar, spelling, punctuation and vocabulary. Methods of collecting and organizing data and information. Basic accounting practices and procedures. ABILITY TO: Perform complex and responsible secretarial support duties requiring initiative and good judgment. Work independently with little direction. Type at 45 words net per minute from clear copy. Analyze situations accurately and adopt an effective course of action. Compose independently or from oral instructions letters, memos, bulletins or other material. Establish and maintain cooperative and effective working relationships with others. Read, interpret, apply and explain rules, regulations, policies and procedures. Operate various office equipment such as typewriter, computer terminal and printer, copier and calculator. Make arrangements for meetings, workshops and conferences. Maintain a variety of filing systems. Maintain records and prepare reports. Meet schedules and time lines. Plan and organize work. Communicate effectively both orally and in writing. Attend meetings, conferences and workshops. Complete work with many interruptions. Work confidentially with discretion. PERSONAL QUALITIES: Patient, flexible, people oriented and willing to learn. EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school supplemented by course work in secretarial science or related field and three years of increasingly responsible secretarial experience.