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City of Chehalis Public Works Office Manager in Chehalis, Washington

Position descriptions are intended to present a descriptive list of the range of duties performed by employees in the class. Descriptions are not intended to reflect all duties performed within the job. NATURE OF POSITION: The Office Manager is responsible for planning and/or performing a variety of routine and complex analytical, clerical, administrative and technical work in the Public Works Department administration. The position is responsible for the overall smooth and effective operation of administrative functions of the department by facilitating staff members in accomplishing their missions. Primary duties include organizing and coordinating office procedures, operations, and resources to create organizational efficiency and effectiveness, and directly supervising the utility billing staff. SUPERVISION RECEIVED: This position works under the general supervision of and reports to the Director of Public Works. SUPERVISION EXERCISED: Directly supervises the utility billing staff (presently the positions of Utility Billing Clerk I and II) and other staff as assigned or required. Supervision includes providing daily direction, guidance and training, delegation and scheduling utility billing staff work as required. May train, provide direction or act as a lead worker to seasonal/temporary, community service, and volunteer workers. May exercise project related supervision over consultants or contractors as assigned or required. ESSENTIAL DUTIES AND RESPONSIBILITIES: The following tasks are typical for positions in this classification. Any single position may not perform all of these tasks and/or may perform similar related tasks not listed here. Administrative: Serves as administrative assistant to the Director of Public Works and Superintendents. Responsible for performing delegated administrative responsibilities for the department director, division superintendents and for the direction and coordination of workflow in the office. Provides administrative assistance to the Director of Public Works in meeting management, assembling background materials and agenda preparation. Attends requested meetings including Public Works safety and weekly management meetings. Takes, compiles and distributes meeting minutes and attendance records. Assists the department director and superintendents in meeting departmental objectives. Responsible for the maintenance of confidential material as it pertains to the Public Works Department. Works confidentially and with discretion. Manages, supervises and/or performs assigned operations to achieve goals with available resources; plans and organizes workloads and staff assignments; trains, motivates and evaluates assigned staff; reviews progress and directs changes as needed. Evaluates work procedures, schedules and workflow; studies and recommends changes to or new policies and procedures to improve efficiency and effectiveness of operations. Maintains master calendar of departmental events, including meetings, training, and special events. Informs appropriate personnel and provides for registrations as needed. Works with staff to ensure travel and training is completed per City and departmental policies. Maintains files per Washington State Retention Schedules. Complete travel authorizations and assist in managing training and certifications. Maintains Public Works project binders and assists Director and Superintendents in reviewing and compiling documentation. Assist Director in maintaining project checklists, and help review Intents, Affidavits, certified payrolls, and e-Verify documents. Communications: I