Office Manager - Schuylkill County Municipal Authority : Job Details

POSITION SUMMARY:The Office Manager oversees the daily operations of the office, customer services, ensuring efficient workflow, scheduling, and coordination among staff. This role involves administrative and managerial responsibilities, including supervising office staff, managing budgets, reporting, and ensuring compliance with company policies.ESSENTIAL JOB FUNCTIONS:Works directly with the Executive Management and Department Managers to ensure general business operations and execution of management objectives.Maintains a high level of energy and drive and the ability to maintain a strong sense of composure, focus, and purpose under pressure.Possesses the capability to work independently and a strong unwavering personal and business integrity.Exhibits strong customer service and conflict management skills to resolve complaints, inquires and disagreements with SCMA policies.Oversees customer service, water/wastewater service sales and revenue collection functions, ensuring customer relations at an effective level, while handling customer inquiries and issues related to billing, meter reading, service contracts, revenue collections, and inspections.Maintains Authority records: proper filing, retention and storage.Manages and directs incoming telephone calls and general inquiry emails; oversees performance and effectiveness of the answering service.Monitors inventory and operation of office supplies, materials, and equipment; reviews and approves requisitions, work orders, and shipments received to ensure accuracy; contacts vendors to resolve discrepancies; stocks SCMA locations.Manages and coordinates the office information technology services, equipment and software: selection, systems analysis, programming, operations, and maintenance.Directs, coaches, counsels, disciplines and performs annual evaluations of staff under their supervision.Participates in recruiting, selecting, orienting, and training employees under direct supervision.Reviews and analyzes reports, summarizes information, identifies trends, and advises management of findings.Manages the workflow for files and records management, work orders, billing/delinquencies, miscellaneous billings, inventories and coordinates with general property and liability insurance providers: reviews and makes recommendations.Oversees the Controller's office, financial closeout figures, financial reports, and budgeting projections.Assists in the preparation of an annual budget.Schedules capital expenditures; analyzes variances, and initiates corrective actions.Reviews and approves weekly department timecards and PTO requests.OTHER DUTIES OF JOB:Schedules and attends meetings, trainings, educational workshops, seminars, and conferences, as required.Performs other duties as assigned and/or required.SUPERVISON GIVEN:Supervises the Controller, Accountant, Accounts Payable Clerk, and all front office clerical positions.SPECIFIC EDUCATION OR EXPERIENCE:Bachelor's degree in public administration, business administration, or related field.Demonstrate five (5) or more years of experience in the development of staff, leading a group of 10 or more in the capacity of supervisor/manager.KNOWLEDGE/SKILLS/ABILITIES:Ability to speak and understand the English language and communicate effectively in both oral and written form.Ability to maintain effective interpersonal relationships with coworkers, supervisors, and others.Ability to pay attention to details and concentrate on work.Ability to understand and follow instructions.Ability to process and handle confidential information with discretion.Ability to function independently and have flexibility.Knowledge and proficiency in Microsoft Offic Suite.Ability to accurately prepare and maintain correspondence, records, files, and reports.Ability to work under pressure, handle multiple projects, and meet deadlines.```{=html}``` - Ability to plan, assign, and/or supervise the work of others. - Skills in monitoring/assessing the performance of other individuals or organizations to make improvements or take corrective action. - Knowledge of business and management principles involved in strategic planning, resource allocation, and leadership techniques. - Ability to develop long-range plans for growth and lines of succession. - Knowledge of accounting computer software. - Knowledge of office procedures and records administration. - Skills in utilizing basic personal computer applications and data entry with minimal errors. - Skills in critical analysis related to identifying and solving problems, negotiations, and drafting contracts and agreements. - Knowledge of government accounting principles and practices. - Ability to analyze, evaluate, and recommend action, changes, and improvements to personnel policies, procedures, and practices within the Authority operation. - Knowledge and ability to prepare annual budgets, salary administration, and other financial data for the Authority.PHYSICAL DEMANDS AND WORK ENVIRONMENT:Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Must be able to sit for long periods during the workday, with frequent standing, walking, and occasional twisting, stooping, pushing, pulling, grasping, and reaching necessary to carry out job duties.Dexterity requirements range from simple to coordinated movements of fingers/hands, feet/legs, torso as necessary to carry out job duties.Light work, with occasional lifting/carrying of objects with weights of 10-15 poundsMust demonstrate emotional stability.Works indoors in adequate office space with adequate lighting, ventilation, and temperature.Works with average indoor office exposure to dust/dirt and noise/vibrationWorks with frequent disruptions and moderate to high stress levels.Stress level varies based on the work activity, from very high levels to very low levels.Travels as needed to perform essential functions.