Office Manager

UTAH COMMUNICATIONS AUTHORITY

J O B D E S C R I P T I O N

Office Manager

STATUS Full Time - At-Will Appointment

FLSA Exempt

REPORTS TO Deputy Director of Administrative Services

Appointment Status

This position is an at-will appointment that serves at the pleasure of the Executive Director. Consistent with the Executive Director’s authority to appoint and manage Authority staff under Utah Code Title 63H, Chapter 7a, and UCA personnel policy, and in the same manner as executive assistant positions exempt from career service under Utah Code § 63A-17-301, the incumbent is exempt from any career-service, merit, or grievance protections that may otherwise apply to Authority employees. Employment in this position may be ended by the Executive Director or the employee at any time, with or without cause and with or without advance notice. Nothing in this job description, any Authority policy, or any oral or written statement creates a contract of employment or alters the at-will nature of this position.

General Purpose

To oversee, plan, implement, and coordinate administrative office functions for the Authority. Duties involve planning and organizing with a high degree of independent judgment and personal initiative.

Supervision Received

Works under the general supervision of the Deputy Director of Administrative Services and serves at the Executive Director’s pleasure.

Supervision Exercised

None.

Essential Functions

• Performs confidential secretarial and clerical functions for the Executive Director and other executive management personnel.
• Attends specific internal meetings and transcribes minutes.
• Documents, tracks, and monitors budget expenditures within specific accounts.
• Monitors and participates in the purchasing of office and building supply inventory. Solicits and processes bids from vendors and suppliers as required.
• Operates various computer programs to create, maintain, and retrieve Authority-related information.
• Compiles, categorizes, tabulates, audits, and verifies data and information using Authority systems and software. Maintains files and records, numerically and alphabetically.
• Schedules meetings and appointments for executive management personnel.
• Receives, screens, and distributes Authority mail and packages, according to UCA policies and procedures.
• Maintains personnel files and records. Maintains leave records. Processes new hire benefit and employment paperwork. Coordinates personnel evaluation processes and effectively ensures all processes are completed in a timely manner.
• Assists in personnel processes related to testing, hiring, and termination of employees. Places employment advertisements, orders tests, schedules interviews, compiles scores, schedules drug and hearing tests, makes notifications, etc.
• Organizes Authority-related meetings and activities, including scheduling, notifications, procuring refreshments, and supplying materials.
• Performs general receptionist duties. Receives and routes telephone calls. Takes messages or forwards as appropriate. Greets the public and directs them to and from the Authority personnel. Responds to questions and inquiries related to the Authority.
• Attends all meetings of the Governing Board, Public Safety Advisory Committee, PSAP Advisory Committee, Chat with UCA Team, staff meetings, and other assigned meetings, to take minutes and distribute materials as needed.
• Coordinates between the Authority and external agencies, organizations, vendors, and other stakeholders as directed.
• Retrieves, compiles, and organizes data from Authority databases and information systems to generate reports as requested by Executive Management.
• Maintains an ongoing list of ongoing projects and employee resources to ensure the most efficient and effective work is being performed by executive management.
• Assists in resolving procedural questions and interpreting Authority policies, procedures, and applicable regulations within the scope of administrative operations.
• Cross-trains on related office functions to ensure continuity of operations during staff absences.
• Follows policies, procedures, guidelines, and instructions provided by the Authority.
• Utilizes appropriate interpersonal skills in communicating and interacting with the public, board members, co-workers, supervisors, managers, executive management, and others in the performance of the job duties.
• Maintains confidentiality with information obtained through employment with the Authority. Issues discussed in relation to employment, personnel matters, and Authority investigations are to be kept strictly confidential and not disclosed without the permission of executive management.
• Performs other related duties as required.

Minimum Qualifications

Education and Experience:

Business Degree; AND

Three (3) years of progressively responsible experience performing above or related duties.

OR

An equivalent combination of education and experience.

Required Knowledge, Skills, and Abilities:

Knowledge: Working knowledge of general secretarial and accounting responsibilities. Considerable knowledge of public relations techniques. Considerable knowledge of legal requirements and restrictions; thorough knowledge of office methods and procedures. Knowledge of applicable laws, rules, regulations, policies, and procedures and ability to implement this knowledge.

Skills: Typing at 50 words per minute net. Skill in operating tools and equipment used (see below). Proficiency in computer word processing software, automated software applications, and relational database software.

Abilities: Ability to effectively apply general principles to specific conditions. Ability to communicate effectively orally and in writing. Ability to establish and maintain effective working relationships with subordinates, peers, and supervisors. Ability to exercise sound judgment in evaluating situations and in making decisions. Ability to follow verbal and written instructions. Ability to plan, organize, and prioritize time and workload to accomplish tasks and meet deadlines. Ability to find, gather, compile, and organize information and data. Ability to research methods, techniques, and sources of information.

Special Qualifications

Criminal History: Have no criminal background or record.

Hour Requirements: Position generally requires a Monday through Friday, daytime hour commitment, with most holidays off. The position requires occasional flexibility and adaptation due to board meetings and special projects, where some adjustments to shifts, overtime, breaks, etc., may be required on short notice.

Tools and Equipment Used

Various office equipment, including a multi-line phone system, computers, printers, a copy machine, voice recording systems, and a computer terminal. Use various software programs, including Microsoft Word, Excel, Windows, and various other software programs.

Physical Demands

The physical demands described here are representative of those an employee must meet to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk or hear, use hands to handle or feel objects, tools, or controls, and reach with hands and arms. The employee is also occasionally required to walk.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level of the work environment is usually quiet.