Office Manager

We need to output HTML fragment with sections: About the role? The posting includes "City of Franklin" description at top. We need to use

for section headings like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We must not repeat job title as heading. We need to include sections only if posting has real specific content. We have: - About the role: The introductory paragraph about City of Franklin and description of role purpose (I. Purpose of Job). Could be "About the role". We'll include that. - Responsibilities: Essential Job Duties (II) and maybe Other Job Duties (III). We'll combine into Responsibilities. - Requirements: maybe Qualifications (VIII) includes Education and Experience. Also maybe Key Competencies (VI) could be Skills. But we have separate Skills section. We'll treat Key Competencies as Skills. - Qualifications: Education and Experience (VIII). Could also include "Primary Job Challenges" maybe not needed. - Benefits: The posting includes "Benefits Information: https://..." but no details. It's a link but no specifics. According to rule: never create Benefits section unless posting actually states them. It only gives a link, no description. Likely we should not include Benefits section because no substantive content. However we could include a

with the link? The rule: "Prefer a few substantive sections over many thin ones." And "include a section ONLY when the posting has real, specific content for it — never emit a heading followed by filler/placeholder text". The link is not specific content about benefits. So we should not create Benefits section. - Pay: Starting Pay: $69,468 - $75,598 Annually. That's specific. So we need a Pay section. - Schedule: Not mentioned. So no Schedule. Thus sections: About the role, Responsibilities, Requirements (maybe Qualifications), Skills (Key Competencies), Pay. We need to use

for each section heading. Use

• for any list of duties/requirements/benefits. Use

  for prose. We must preserve all substantive information, not invent or summarize away detail. So we need to include all details from the posting within those sections, but we can format as lists or paragraphs. We need to avoid repeating job title as heading. Not needed. We must not include boilerplate like EEO etc. Not present. We need to drop minor metadata like Job ID etc. Not present. We need to ensure we don't create sections with filler. Let's extract content: About the role: The first paragraph: "City of Franklin The City of Franklin is a progressive community and an excellent place to live and work. Our municipal government offers abundant opportunities to build a meaningful and successful career. Roles within the City are diverse, challenging, and rewarding, and they provide employees with a strong sense of civic pride through service to the public." Then "I. Purpose of JobThe Office Manager manages and oversees the workload of administrative staff within Fire Administration with regard to processing, performance, and developmental practices in a compliant, efficient, and ethical manner to ensure business operations remain intact with minimum down time or interruption of departmental workflow." We can combine into About the role. Responsibilities: Essential Job Duties (II) with subparts A, B, C, D, plus Other Job Duties (III). We'll list each duty as

• . Might be long but we need to preserve all substantive info. We'll break into bullet points for each bullet within subparts. We need to be careful not to lose any detail. We'll produce a comprehensive list. Requirements: Education and Experience: "The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through obtaining a Bachelor’s degree and four to six years related experience and/or training or an equivalent combination of education and experience; must have strong computer, technology, communication, and writing skills and be proficient with Microsoft Office Suite." We could also include "Primary Job Challenges" maybe as part of Requirements? But it's not a requirement; it's a challenge. Could be omitted or placed under About the role? Probably not needed. We'll skip. Skills: Key Competencies Required: includes Job Content Knowledge, Language Skills, Mathematical Skills, Reasoning Ability, Teamwork. We'll list each as bullet. Pay: Starting Pay: $69,468 - $75,598 Annually. We'll output HTML fragment. Let's craft. We'll start with

  About the role

  then

  containing the description. Then

  Responsibilities

  then
  with
  • for each duty. We need to include all duties from II.A, II.B, II.C, II.D, and III. Let's extract them precisely. II. Essential Job Duties A. Administrative Support to Fire Chief and Office Coordination - Oversees scheduling of meetings and provides meeting minutes and follow-up and/or talking point items to attendees. - Investigates unusual complaints, inquiries, or circumstances to determine or recommend best possible action for resolution of issues. - Establishes, organizes and maintains computerized filing systems; ensures filing systems are updated and maintained and records are effectively transferred, secured, and destroyed according to City and departmental policies and schedules. - Assists with coordination of Fire Department onboarding by ensuring all employee profiles are added to existing databases and access is provided to software platforms in accordance with established policy and procedures. - Designs, proposes and implements processing policies and procedures based on departmental needs. - Provides documentation, reports and other requested information for benchmarking. - Directs, coordinates, and participates in more complex personnel, financial or administrative tasks; compiles statistics, expenditures, and related data to assist in the preparation of the department annual budget and other projects. - Supervises, directs and evaluates the work of clerical personnel, handling employee concerns and problems, directing work, counseling, disciplining and completing employee performance evaluations. Oversees management, updating, communications, and reporting of all departmental employees in Trakstar. - Processes a variety of documentation associated with departmental operations per established procedures and within designated timeframes; distributes documentation and maintains records as appropriate. - 0Coordinates all annual departmental promotional testing for Engineers, Lieutenants and Captains. (Note there is a leading "0" maybe typo; we keep as is.) - Manages all Human Resources job posting processing in Cadient. - Designs, proposes, and implements processing policies and procedures based on departmental needs. (duplicate? appears twice) - Participates in interviewing and selecting clerical personnel. - Recommends procedures to ensure efficient workflow and timely completion of work. - Maintains appointment calendars for Fire Chief, Assistant Fire Chief, departmental vehicles. - Assists in coordinating and processing documentation of all surplus inventory to the Purchasing Department to assist with Gov Deals sales and publishing. - Organizes, designs and completes holiday gift and card ordering and purchasing for Fire Chief. B. Records Management - Prepares, reviews, and maintains all confidential memos, correspondence and documentation regarding employee counseling and disciplinary hearings. - Prepares and submits contract documentation through CivicClerk for BOMA work sessions and meetings. - Prepares, submits, distributes and monitors all legal contracts and research questions through HighQ. - Receives various forms, reports, time sheets, minutes, invoices, applications, attendance records, performance evaluations, purchase orders, policies, bylaws, manuals, reference materials, or other documentation and reviews and completes, processes, forwards or retains as appropriate. C. Administers Accounts Payable and Payroll - Processes documentation relating to department payroll; reviews time sheets for accuracy and completeness; maintains records of employee vacation time, sick time, overtime and leave requests; makes appropriate calculations; forwards payroll documentation as appropriate. - Completes purchases for departmental materials and services; pays, codes, reconciles and files all related invoices. - Reviews delivery receipts and enters purchase documentation into current purchase card and electronic inventory systems. - Maintains inventory of department supplies; initiates order for new or replacement materials. - Manages all departmental City purchase card documentation and transactions; processes purchase card requests; completes purchase card activation for departmental users and communicates deactivation requests to Purchasing Department. - Communicates frequently with vendors to ensure accurate accounting and payment of departmental invoices. - Acts as Departmental Purchasing Agent and ensures all invoices are paid, filed, and maintained within established City and Department policies and procedures. D. Provides General Office Support - Oversees the management of all Fire Public Record Requests via JustFOIA. - Acts as backup for in-person front desk office coverage and support; answers multi-line telephone, greets visitors, processes deliveries; provides information and assistance; takes and relays messages and/or directs to appropriate personnel; returns calls as necessary. - Serves as Fire Department liaison with the public by providing assistance and information and by responding to routine questions, complaints or requests for service. - Performs customer service functions; provides assistance and information related to department services, procedures, forms, fees, or other issues; responds to routine questions, complaints, or requests for service; initiates problem resolution. - Assists in training classes and inventory management; may be required to schedule training, travel, and other necessities for team members. - Assists in planning and preparing for meetings to include preparing agendas and meeting packets, setting up meeting facilities, copying materials, distributing documentation, maintaining records, or other tasks as necessary. - Compiles various data pertaining to department operations; performs research as needed; makes applicable calculations; prepares or generates reports. - Composes, edits, prepares or completes various forms, correspondence, reports, agendas, schedules, purchase orders, charts, graphs, brochures, and other documents. III. Other Job Duties - Performs other job duties as assigned, including: - Attends management meetings, training sessions, and conferences related to current management needs. - Performs related duties and responsibilities to assist other employees in the department as required. - Assists with special projects such as public education, special events, public presentations, etc. - Arranges and/or assists in interactions with other city departments as necessary to address city-related needs and participates in committees as requested. - Compiles and distributes bi-monthly departmental information updates and reminders related to EMS, Fire IT, Fire Prevention, Training Division, Fire & Life Safety Educator, and Fire Chief in addition to city-related information and reminders. - Designs, orders, and distributes and/or processes employee appreciation items; i.e., Franklin Fire Baby Onesies, FFD Special Delivery Baby Blankets for on-shift deliveries, Christmas Ornaments, Challenge Coins, Business Cards, etc. We need to preserve the bullet structure. We'll flatten into
  • items. Now Skills: Key Competencies Required - Job Content Knowledge: Has general knowledge of the policies, procedures, and activities of the City and the assigned department as they pertain to the performance of duties relating to the position; has general knowledge of practices as necessary in the completion of daily responsibilities; has comprehensive knowledge of the terminology, principles, and methods utilized within the department; is knowledgeable and proficient with computers; has the ability to type and to record/transcribe dictation accurately and with appropriate speed. - Language Skills: Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees of organization. - Mathematical Skills: Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs. - Reasoning Ability: Apply common sense understanding to carry out multi-step instructions furnished in written, oral, or diagram form; ability to deal with problems by choosing from several known choices with frequent reliance on how problems were dealt with before. - Teamwork: Develops constructive and cooperative working relationships with others We'll list each as
  • . Now Requirements: Education and Experience. We'll put as

    maybe. Now Pay:

    Pay

    Starting Pay: $69,468 -