Office ManagerCentre Region Council of Governments
DUTIES AND RESPONSIBILITIES:
• Manage daily office operations.
• Coordinate, assemble, format, and edit annual Program Plan and Summary Budget.
• Serve as the Recording Secretary to prepare meeting minutes of assigned COG committees and maintain printed and electronic copies.
• Assemble and distribute Agenda Packets.
• Schedule and provide set-up for COG committee meetings.
• Research and compile information for reports; may prepare initial draft reports as requested by the Executive Director.
• Provide staff support to finance, human resources, and refuse/recycling personnel as directed.
• Offer suggestions to the Executive Director for improving the efficiency and economy of the Office of Administration’s operations.
• Compile the monthly activity report utilizing data from the Executive and Agency Directors as well as the Program Heads.
• Perform final edit on communications, reports, and other documents prepared by the Executive Director.
• Maintain the records of the Office of Administration, including the master list and coordination of off-site storage, proper record retention and destruction.
• Process invoices for payment for Office of Administration and building related services.
• Prepare quarterly allocations of building related charges to respective agencies.
• Resolve billing issues when necessary.
• Maintain inventory of office supplies for Agency.
• Oversees maintenance of copiers and makes the orders for related supplies.
• Schedules the use of the General Forum Room in the COG building.
• Process outgoing mail and maintain postage meter.
3. Public Communications:
• Perform receptionist duties to include answering the phone, screening calls, responding to public inquiries, and greeting visitors.
• Serve as liaison with other agencies to provide information and ensure interdepartmental cooperation.
• Assist the Executive Director in responding to Right to Know requests and maintain record log of such requests.
• Maintain and update Office of Administration’s webpage and serve as the COG’s liaison to the website vendor.
• Follow up on requests for information from municipal officials.
• Maintain the information displayed on the monitor in the COG lobby.
EDUCATION AND EXPERIENCE:
• High School diploma or equivalent.
• Minimum of two (2) years of university, community college, business school, trade or technical school in the area of Business Administration.
• A minimum of three (3) years experience in project management.
• A minimum of three (3) years advanced knowledge with Computers, Microsoft Office Suite, data management, and record keeping.
SKILLS AND ABILITIES:
• Demonstrated skill in editing and formatting documents.
• Demonstrated ability to perform basic accounting functions.
• Ability to cooperate with staff and the public.
• Ability to maintain a professional manner when dealing with the public.
• A working knowledge of computers and Microsoft Office Suite, databases and spreadsheets as used by the Office of Administration.
• Ability to use office equipment such as: telephones, printers/photocopy machines, fax machines, postage machines, etc.
• Ability to prepare letters, correspondence, memos, and other reports.
• Ability to organize, prioritize, and carry out office work with minimal supervision.
• Ability to communicate in a clear and concise way with COG staff, municipal officials and the public.
• Ability to use tact, empathy and diplomacy in communications.
• Ability to edit communications and reports for accuracy and proper grammar.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to organize time and resources.
• Ability to define problems and deal with a variety of situations.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Ability to work under a time constraint.
• Ability to use good judgment and effectively solve problems.
• Ability to plan work and establish priorities.
PHYSICAL WORK ENVIRONMENT:
• The duties of this job may include physical activities such as keying, talking, hearing/listening, and performing repetitive motions.
• The physical requirements of this job include sedentary work in addition to some light work.
• This job is performed in an office environment; much of the work involves working at a computer.
• Other work includes arranging the tables and chairs for meetings and purchasing and transporting meeting supplies.
• Time pressure (frequent rush jobs, urgent deadlines, etc.).
• Working under distractions such as telephone calls and other disturbances.
• Must attend at least one evening meeting per month (i.e., General Forum meeting)
($39,224 - $45,100 commensurate with experience) w/ great benefit pkg.
Submit resume, cover ltr, and salary requirements by March 17, 2019 to
email@example.com or mail to:
Centre Region COG Administration
Attn: Rebecca Petitt
2643 Gateway Dr, #3
State College, PA 16801
Additional Info at www.crcog.net
COG is an EOE