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Office Manager

Company: Coryell County
Location: Gatesville
Posted on: May 3, 2021

Job Description:

Position Summary

Under general supervision, the purpose of the position is to provide administrative and clerical support to the Road and Bridge Administrator. Employees in this class prepare correspondence, records and other documents; provide clerical and secretarial assistance, receive incoming mail, assist callers and visitors, coordinate contact between public inquires or complaints and administration, and maintain files and records. Performs related work as required.

Essential Responsibilities and Functions

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment of this position.

  1. Provides general clerical and administrative support for Road and Bridge Administrator which involves answering correspondence; maintaining supplies; implementing filing systems and processing equipment requisitions.
  2. Prepares operational and equipment reports; Reconciles daily usage of material from pits, maintains log for equipment maintenance and oil changes, reconcile weekly fuel usage, monitors crushed rock pit reports for payment to landowner, prepares renewal report for inspection sticker and license plate renewals for County equipment, prepares TCEQ Tier II Annual Chemical Reporting.
  3. Serves as administrator for salvage and surplus equipment for the County; Photographs and list salvage and surplus equipment on Gov Deals website for sale; Notifies County Judge to add as an agenda item for Commissioners Court.
  4. Manages FEMA data for Grant submission.
  5. Maintains budget expenditures; Track cost analysis for Road & Bridge line items.
  6. Provides assistance to the general public; Answer and screen all incoming calls; Coordinates public inquiries and complaints with administration; Receives and processes work orders.
  7. Coordinates Texas 811 Locate for underground utilities; Processes and notarize utility easements.
  8. Manages time for over 30 employees (TimeClock Plus) and reconcile every two weeks; Reconcile employee leave every third pay period.
  9. Prepares bid packages; Notifies County Judge to add as an agenda item for Commissioner's Court; Runs ad in newspaper.
  10. Establishes new vendors; Processes credit applications.
  11. Reconciles vendor invoices with purchase orders; Code for payment.
  12. Coordinates Sheriff Office oil changes for County vehicles.
  13. Oversees uniform service for Road and Bridge staff.
  14. Maintains TXDOT certified road list.
  15. Initiates and maintains Clearinghouse queries for CDL Road and Bridge employees.
  16. Responsible for traffic signs; Constructs County road signs and maintains supply, orders TXDOT traffic signs.
  17. Maintains TCEQ Rock Crusher Permitting.
  18. Supervise community service defendants from Adult Probation.
  19. Maintains Road and Bridge database; Input work orders and daily work.

Minimum Qualifications

  • Proficiency in Microsoft Word, Excel, PowerPoint and Outlook
  • Knowledge of FEMA and Government Grants a plus
  • Administrative training and record keeping
  • Excellent verbal and written communication skills
  • Must be detailed oriented, punctual and dependable
  • Excellent organizational skills to include ability to prioritize
  • Time management skills and problem solving skills

Knowledge, Skills and Abilities

  • Knowledge of policies, procedures, equipment and techniques of providing general office/clerical support, to include knowledge of data entry and retrieval using automated information systems.
  • Ability to work independently under general direction.
  • Excellent interpersonal skills, including ability to deal effectively with all levels of employees, elected officials and the general public.
  • Management skills, strong leadership skills, and problem solving skills.
  • Ability to calculate figures and amounts such as proportions and percentages.
  • Strong administrative skills including organizing, prioritizing, accuracy and attention to detail.
  • Ability to multi-task and handle a wide variety of conditions.
  • Ability to courteously greet and assist callers and visitors.
  • Ability to establish and maintain effective working relationships as necessitated by work assignments.

Minimum Educational Requirements

  • High school diploma or General Education Degree (GED)
  • Business school or college courses preferred
  • Five (5) years of general office and secretarial experience or combination of education, experience and training which would provide the knowledge and abilities needed.

Keywords: Coryell County, Killeen , Office Manager, Other , Gatesville, Texas

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