ATTACH COVER LETTER AND RESUME

Assistant to the Appointing Authority. The Office Manager position performs work of considerable difficulty in providing a full range of administrative support and office management functions.

This position is in office and not a remote position.

Office managers perform a wide variety of duties with different skills sets. This position will offer you the opportunity to multi-task and work independently and in coordination with other stakeholders.

Financial duties:

Work closely with district Chief, Fiscal Director, and Chief Administrator to prepare district budget. Oversee budget forecasting and reconcile budget monthly. Work with vendors to obtain W-9 information. Create and monitor purchase orders and pay invoices in a timely manner.

Draft contracts with external vendors for services. Work with office space landlords on leases and office space needs and possible repairs or maintenance.

Human Resource duties:

Monitor staffing and work with Human Resources Director to post for open positions. Review applicants, set up and participate in the interview process. Extend offer letter and process all required new hire documents, including background checks, I-9 forms, reviewing and signing off of policies.

Work with HR director to set new hires up in the payroll system and process resignation.

Managerial duties:

Supervise legal office assistants. Complete and review annual performance evaluations. Monitor team needs and best practices. Strong leadership skills will assist in being a resource for your direct staff and all district staff. Lead and coordinate district and team meetings.

Payroll duties:

Review district employees time entry, adjust as necessary and approve for payroll processing. Work directly with staff to ensure accuracy in time entry of leaves, sick and vacation usage. Review and upload payroll reports. Monitor staff leave balances and time available.

Technology duties:

The office manager is the district representative for the Technology Committee, which meets quarterly with IT staff to discuss computer and software needs and updates.

General duties:

Order equipment and office supplies as needed. Other duties as assigned.

The position of Office Manager is a fast paced and requires strong multi-tasking skills and the ability to handle a wide variety of problems and assignments simultaneously.

Comprehensive knowledge of office support practices and procedures.

Comprehensive knowledge of financial record keeping and budgetary principles and procedures.

Knowledge of supervisory skills with a marked ability to supervise a group of support staff, delegating work as necessary.

Some positions may require knowledge and skill in specialized technical areas and training staff on new technology and procedures.

Skill in preparing concise and accurate budget, personnel and payroll reports. Skill in problem solving techniques. Excellent verbal and written communication skills.

This is a management, leadership position and requires the ability to establish and maintain effective working relationships with other administrative offices, public, and staff. Ability to exercise independent judgment. Ability to deal with a variety of persons in coordinating efforts; ability to act as a liaison. Ability to read and understand complex documents.

Completion of High School or equivalency, plus four years of administrative office support experience that includes budgeting, purchasing, personnel/payroll, and/or supervisory experience or an equivalent combination of education and experience.

Strong skills are required in Microsoft Office Suite.

The State of Minnesota offers benefits through the State Employee Group Insurance Program (SEGIP). Benefits-eligible employees are entitled to the following insurance and pre-tax benefits:

Full time employee and part time employee benefits:

Medical insurance

Single coverage as low as $32.48 a month

Family coverage $221.62 a month

Dental insurance

Single coverage as low as $13.50 a month

Family coverage $52.52 a month

Basic Life insurance

6 week paid Parental Leave (eligible after 1 year of employment)

Retirement Savings

11 paid holidays

2 Floating holiday

Vacation and sick time along with leave of absence programs

Employee Assistance Program

Optional benefits:

Additional Life insurance for yourself, spouse and children

Accidental death and dismemberment insurance

Short and long-term disability insurance

Metro Pass

Deferred Compensation plan

Pre-tax expense accounts: dependent care account, medical and dental, transit expense