Title:  Office Manager

Summary/Objective

Ensure proper departmental administrative support through the supervision of clerical and administrative staff.

Essential Job Duties

• Uses routine independent judgement in developing and implementing office procedures, makes suggestions and recommendations on branch policies and standards of practice, and assists in communicating to supervisors and branch staff.
• Works with the Administrative Manager to communicate matters of concern with Infrastructure Management staff, other branches, and partners; is familiar with policy and answers questions, concerns and issues from branch staff and interna/external customers on a daily basis.
• Researches questions, issues, and problems to determine solution - communicates solution with supervisor and customer.
• Assists Administrative Manager with branch planning and program/process improvement.
• Coordinates occasional travel and meeting planning for Branch Chief; schedules, plans, coordinates, and organizes monthly and quarterly meetings for leadership staff as well as yearly branch conference and awards ceremony.
• Ensures branch deadlines and assignments from Director/Deputy Directors, partners, and others are calendared and completed on time; contributes frequently, or as needed, in Department upper-level planning teams. 
• Designs, formats, and prepares management and administrative reports including performing necessary research to complete projects.  
• Acts as a liaison with IT Division on telephone and computer network systems support and performs routine network and telephone troubleshooting and training activities.
• Oversees and manages all branch operating budget payables (invoices and purchasing card processing, expense accounts, other misc. invoices), and properly codes and process payments through the financial system.  Looks up vendors in SAMII; responsible for branch inventory, incoming/outgoing mail; orders office supplies; and assists in formulating and reconciling Branch budgets and ensures Branch staff have essential budget reports and materials for coding invoices/purchasing cards, travel, etc.  
• Works frequently with highly confidential and sensitive matters frequently associated with positions, Department, and Branch matters in progress and other highly sensitive matters that cannot be shared.  Works closely with Director's Office staff, Administrative Manager, Hiring Managers and HR staff on all personnel matters (i.e., hiring, transfers, promotions, terminations, correspondence letters, etc.).
• Manages Infrastructure Management (IM) Branch communication site (SharePoint) and or Microsoft Teams. 
• Corresponds and communicates with internal and external customers via phone, email, and in-person to answer questions and triage calls. Research questions and issues as needed.
• Coordinates employee engagement activities such as team building and volunteer opportunities to strengthen team cohesion. 
• Handles routine and complex phone calls, webmail, or walk-in inquiries.

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

Knowledge, Skills and Abilities

Work Environment

Physical Abilities

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.