Office Manager for Porter Service Center
General Summary Of Duties
The Office Manager for PSC is responsible for supporting Porter Service Center Leadership with maximizing efficiency across the District, delivering exceptional customer service, and performing clerical/administrative duties.
Essential Functions
Office Operations and Administration: Coordinate and oversee the offices of Porter Service Center, facilities side, ensuring they operate effectively and efficiently. Coordinate maintenance and servicing of office technology/equipment, including copiers and printers. Oversee the ordering of supplies and inventory materials. Maintain organized systems for records, files, and documentation.
Clerical/Administrative Duties: Perform assigned clerical tasks, which may include supporting office processes, maintaining spreadsheets, entering and collecting data, filing, sorting, and packaging materials. Organize and maintain electronic and physical records and files in accordance with district standards. Utilize Excel and Google Sheets to perform various types of spreadsheets to monitor efficiency and performance. Operate office equipment and tools associated with department activities, which may include computers, copiers, scanners, printers, and other standard office equipment. Maintain accurate and timely information as part of assigned job responsibilities.
Payroll, HR, and Staffing Support: Support payroll processes by ensuring accurate timekeeping system management for attendance and payroll dates. Supports staffing needs by ensuring paperwork for new hires/resignations are completed, maintaining employees' files and records. Maintain personnel records and ensure compliance with onboarding and offboarding requirements. Coordinate recruitment activities, including job postings, interview scheduling, and candidate tracking in Frontline.
Customer Service and Communication: Provide high-quality customer service to visitors, staff, and community members. Ensure timely and accurate communication of messages and information to appropriate personnel. Collaborate with the District Communication Coordinator to share relevant updates for building leaders and staff when necessary.
Facilities and Asset Management: Maintain and oversee key control systems for service vehicles and building access. Transport transportation operations support. Operate two-way radio communication systems to assist with work orders and emergency calls. Operate and troubleshoot office technology, including computers, software systems, and standard office equipment. Maintain accurate, complete, and timely records and data related to job responsibilities. Stay current with district technology tools and participate in ongoing training to maintain required proficiency.
Technology and Data Management: Remain current on technology, as job-appropriate, used by Warren and Porter Services. Attend district-supported training to maintain the skill level required to perform the current position effectively, including training on office software and financial processes.
Non-essential Functions
Performs related duties as directed.
Entry-level Requirements
Education/Training: High school diploma or GED is required.
Experience: This is an entry-level clerical/secretarial position that requires little or no previous experience or training except the knowledge, skills, and abilities to perform the essential job functions.
Certifications/Licenses: None required.
Other: Ability to perform the essential functions, meet the performance aptitudes, and fulfill the physical/sensory/environmental requirements of the job (with or without reasonable accommodations) is required.
Performance Aptitudes: Data Utilization, Human Interaction, Equipment, Machinery, Tools, and Materials Utilization, Verbal Aptitude, Mathematical Aptitude, Functional Reasoning, Situational Reasoning.
Physical Requirements
Tasks involve the regular and, at times, sustained performance of moderately physically demanding work, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and that may involve the lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (20-50 pounds).
Sensory Requirements
Some tasks require visual perception and discrimination. Some tasks require oral communication ability.
Environmental Factors
Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.