Title: Office Manager
Requisition Id: 3095
Salary: $43,176.00 - $53,880.00
Salary Grade: S7
Job Location: Burr Oak Woods Nat Ctr (BLUES1)
Closing Date: May 10, 2024
Our Culture: The Missouri Department of Conservation supports a culture of trusted professionals that is dedicated to our mission, responsible stewards, and believe in One MDC.
To learn more about the job, feel free to contact the hiring supervisor- Samuel D McCloskey at Sam.McCloskey@mdc.mo.gov or at816 2283766x1332.
Summary/Objective
Ensure proper departmental administrative support through the supervision of clerical and administrative staff.
Essential Job Duties
- Oversee recruitment, onboarding, payroll, training, termination, disciplinary actions, correspondence and performance appraisals of staff.
- Plan, assign, coordinate and supervise activities of clerical staff, including schedules, vacation coverage, payroll processing, etc.
- Maintain detailed confidential files.
- Maintain front desk and switchboard coverage and procedural manuals.
- Issue and cancel security access cards to staff.
- Develop procedures designed to facilitate clerical operations and provide guidance to field staff on policy procedures.
- Correspond and communicate with internal and external customers via phone, email and in-person discussions.
- Answer departmental process questions for internal and external stakeholders, and provide training, when necessary.
- Develop brochures, fliers, presentations and other creative displays, as needed.
- Assist with budget development budget and ensure expenditure compliance through regular audit and reconciliation.
- Process invoices for payment and prepare deposits.
- Prepare meeting agendas and take minutes.
- Order office supplies and furniture and manage vendor contracts.
- Process reservations for public rentals.
- Perform administrative functions for high level executives, including composing correspondence, coordinating travel and preparing data and documents for presentations.
- Maintain functionality of office machines.
Ancillary Job Duties
- May be responsible for the scheduling of fleet equipment and/or non-administrative staff in smaller departments.
- Collaborate with other departments as needed.
- Other duties as assigned.
Education and Experience
- High school diploma or equivalent.
- Four (4) years of progressively responsible secretarial experience, with at least one (1) year in a supervisory role.
- Experience in ecology or natural resource preferred, but not required.
Knowledge, Skills and Abilities
- Proficient in Microsoft Office, including Word, Excel and Access.
- Demonstrated knowledge of office practices, procedures, and equipment.
- Demonstrated customer service skills.
- Ability to quickly learn and understand Department functions, organization, policies, regulations, and other administrative information and instructions.
- Highly organized while performing multiple projects.
- Ability to perform multiple assignments which may require considerable exercise of independent judgement.
- Ability to plan, organize, supervise and ensure a high degree of accuracy and thoroughness in the work of secretarial staff responsible for a wide range of activities.
- Ability to instruct and train secretarial staff effectively.
- Good communications skills, both verbal and written.
- Ability to establish and maintain effective working relationships with Department staff and the general public.
- Ability to maintain the integrity of confidential information.
- Ability to work weekends as needed.
Work Environment
- Work is performed in a standard office environment.
Physical Abilities
- Remain in a stationary position 70% or more of the time.
- Constantly operate a computer and other office productivity machinery.
- Frequently communicate and exchange accurate information.
- Clarity of vision at 20 inches or less.
- Regularly lift up to 5 pounds, correctly lift up to 10 pounds.
- Concentrated attention is required at all times.
- Regular attendance is a necessary and essential function.
Disclaimer
This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required. The Missouri Department of Conservation reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Management reserves the right to change job descriptions, job duties, functions, and requirements.
Exemption Status/Special Notes
This position has been determined to be Nonexempt according to the Fair Labor Standards Act. Employees must agree to accept compensatory time in lieu of cash payments in accordance with the Department's Compensatory Time Off and Overtime Policy.
Salaried and hourly employees are expected to use a mobile device-cellular phone for Department business, as needed.
MDC promotes a Tobacco-Free (smoke and smokeless) working environment.
The Department of Conservation will only hire United States citizens and aliens authorized to work in the United States. All new employees will be required to complete an "Employment Eligibility Verification" (Form I-9) and produce requested documentation after employment.
Candidates seeking initial employment or re-employment must submit to a drug screen following offer of employment.
All persons employed with the state of Missouri shall file all state income tax forms and pay all state income taxes owed.