Assistant Office Manager 2, Police Dept

JOB SUMMARY

Assistant Office Manager 2 will ensure the smooth and efficient operations of the Safety and Emergency Management Department by providing administrative support. They will manage the daily operations/activities by coordinating ongoing projects, along with supporting the team. The role requires the ability to handle multiple tasks, while maintaining a productive work environment.

MAJOR DUTIES & RESPONSIBILITIES

1.    Oversee and coordinate office operations, including managing office supplies, equipment maintenance, and facilities management.
2.    Coordinate and schedule meetings, conferences, and events, including room reservations, travel arrangements, and catering.
3.    Manage office communication, including the phone system, emails, mail distribution, ensuring timely and accurate handling of all messages.
4.    Support the onboarding process for new employees, including police department background clearance, orientation, setting up workstations, and ensuring necessary resources are available.
5.    Maintain and update employee records, including contact information, leave requests, and performance evaluations, ensuring confidentiality and accuracy.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

6.    Complete payroll functions for the department, including serving as a backup to payroll operations for the crossing guard division, run weekly and monthly reports for senior leadership to monitor absence trends within the department.
7.    Develop and implement strategies to optimize office productivity and streamline administrative processes.
8.    Conduct regular assessments of office systems, workflows, and procedures, identifying areas for improvement and implementing changes as necessary.
9.    Collaborate with senior management to develop and execute the office’s strategic plan, including goal setting and performance tracking.
10.    Assist with budget preparation and expense tracking, ensuring cost-effectiveness and adherence to financial and district guidelines.
11.    Other duties as assigned.

EDUCATION

High School Diploma or GED

WORK EXPERIENCE

1 to 3 years

General Administrative work experience.
Prefer some working knowledge of safety and emergency management in public education, although not required. 

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Microsoft Office
Office equipment (e.g., computer, copier)

LEADERSHIP RESPONSIBILITIES

No supervisory responsibilities. May provide occasional work guidance, technical advice, and training to staff.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work involves the application of moderately complex procedures and tasks that are quite varied. Independent judgment is often required to select and apply the most appropriate of available resources. Ongoing supervision is provided on an "as needed" basis.

BUDGET AUTHORITY

No budget development activity is required
 

PROBLEM SOLVING

n/a

IMPACT OF DECISIONS

n/a

COMMUNICATION/INTERACTIONS

works with others to resolve problems, clarify, or interpret complex information/policies, and provide initial screening/negotiations without approval authority. Interactions are typically with customers, senior level professional staff, and managers.

CUSTOMER RELATIONSHIPS

Takes routine or required customer actions to meet customer needs. Responds promptly and accurately to customer complaints, inquiries and requests for information and coordinates appropriate follow-up. May handle escalated issues passed on from coworkers or subordinates.

WORKING/ENVIRONMENTAL CONDITIONS

Sitting: Particularly for sustained periods of time