Centre Region Council of Governments

State College , PA

Office Manager

Centre Region Council of Governments
State College, PA Full-time
Posted on March 7, 2019

Office Manager

The Office Manager is responsible for assisting the Executive Director in accomplishing the work objectives of the Office of Administration, providing staff support to the General Forum and its standing and special committees, and managing various support functions. The Office Manager performs a wide variety of duties ranging from drafting documents and meeting minutes, scheduling meetings, maintaining public  records, to resolving problems with office equipment. The Office Manager works in a collaborative, open, and  mutually supportive environment and assists the COG’s financial, human resources, and refuse/recycling  personnel as needed. This position also serves as liaison between elected officials, managers, and taxpayers to  instill confidence that the organization is acting appropriately and skillfully on their behalf. 

The duties and responsibilities described below are indicative of what the  Office Manager may be asked to perform; other duties and projects may be assigned.
1. Administrative:
• 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.

2. Clerical:
• 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.

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required at the time of hire or for continuation of employment.

• 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.

• 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 maintain confidentiality of information.

• 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.

The physical demands and work environments described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical 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.

Work Environment:
The work environment may include some of the following:
• 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)


Competitive salary
($39,224 - $45,100 commensurate with experience) w/ great benefit pkg.

Submit resume, cover ltr, and salary requirements by March 17, 2019 to
rpetitt@crcog.net 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