Office Manager

Salary: $52,485.31 - $81,352.82 Annually

Location : Venice, FL

Job Type: Full-Time

Job Number: 2315

Department: Public Works

Division: PW Admin

Opening Date: 05/01/2025

Description

Starting salary is anticipated to commence between $52,485 - $66,919 except in extenuating circumstances.

General Statement of Job

Performs a variety of administrative management functions in support of a Department Director to include conducting operational studies and analyzing results; preparing and monitoring departmental budget; and overseeing departmental purchasing, payroll, and human resource activities. This position is distinguished from other administrative support positions by the level of responsibility, amount of initiative and independent judgment required, and the supervision or coordination of other administrative employees across program or divisional lines.

City Expectations:

Certain essential city services re required to be maintained in any civil emergency. Depending upon the type of emergency, any and all employees may be activated as essential employees in the event of an emergency.

Duties & Responsibilities

Specific Duties and Responsibilities

Essential Functions:

1. Performs a variety of management, administrative and analytical functions in support of a

Department Director; assists in budget administration and evaluation; monitors monthly

expenditures against budgeted allowances.

2. Reports directly to a Department Director and facilitates and expedites actions by the

Department Director; provides follow-up on matters brought to the Department Director;

reviews communications directed to the Department Director, and where appropriate,

summarizes, prepares response, or refers to the appropriate person. Coordinates

Department Director's calendar and schedule.

3. Coordinates activities between different divisions or programs of the department; assists

in the development of departmental policies, procedures, goals and objectives.

4. Participates in various administrative studies and special projects; gathers, compiles,

tabulates and analyzes data; prepares analytical reports and recommends corrective

actions to Department Director.

5. Maintains and accesses data bases; prepares reports, informational materials and

correspondence.

6. Receives and responds to requests from the public; resolves complaints and

recommends necessary corrective action as required; provides information on rules,

regulations, policies and procedures within the area of assignment.

7. Performs a significant role in departmental human resource and labor relations activities

including preparing disciplinary hearing notices; maintaining departmental records

relating to counseling; prepares and maintains records of departmental discipline and

hearings.

8. Serves as departmental liaison with Finance and Human Resources regarding travel,

training, payroll, recruitment, procurement, and other related activities.

9. Plans, prioritizes, assigns, supervises, reviews, and/or coordinates work of departmental

clerical and administrative support staff; ensures accuracy/efficiency of work performed;

counsels employees on job performance.

Responsibilities:

Responsible for the accuracy, timeliness, and the effectiveness of administrative interpretations and decisions. Responsible in work to the Department Director.

Minimum Qualifications

Minimum Education and Training

Bachelor's Degree and three (3) years of administrative experience; or Associate's Degree with five (5) years of administrative experience; or a high school diploma or equivalent with seven (7) years administrative experience. Possess a valid Florida Driver's license, free of any serious violations, or ability to obtain within 30 days from date of hire.

Experience in supervision is also required. Supervision as defined here, means that your primary duty is routinely managing employees who report directly to you, where you have the duty to assign and direct their work, evaluate their performance, counsel them, discipline them and set individual goals for them. Also, you have the authority to hire or fire them, or your suggestions and recommendations as to the hiring, firing, advancement, promotion or any other change of status are given particular weight.

Or City of Venice employees who do not have prior supervisory experience may qualify by completing twenty (20) hours of HR-approved leadership or management courses within a 12-month period from date of transfer to the position.

Minimum Qualifications and Standards Required

Skill Requirements:

Requires knowledge of principles and practices of public administration; methods and techniques of budget preparation and administration; ability to plan, coordinate, and conduct operational analyses, administrative studies and special projects; ability to communicate clearly and concisely, both orally and in writing; ability to establish and maintain effective working relationships with others. Possess a valid Florida Driver's license, free of any serious violations.

Requires a working knowledge of Microsoft Office Professional software suite including proficiency with Word and Excel. Must have a basic understanding of Microsoft Windows operating system. Familiarity of CentralSquare Software applications based on an iSeries system is preferred. Working knowledge of current version of Internet browsers and Microsoft Outlook is also highly recommended. Ability to learn specific computer applications used in the Department.

Physical Requirements:

Work is essentially sedentary with occasional walking, standing, bending, and carrying items under 25 pounds such as books, papers, etc. Requires finger and wrist dexterity and hand/eye coordination to perform keyboard functions.

Supplemental Information

Working Conditions:

Work is performed in an office environment.

Other:

It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.

Applicants (with the exception of current city employees) given a conditional offer of employment will be subjected to physical examination, drug, tobacco/nicotine screening, review of driver's license record, criminal background, and references from previous employers.

The City of Venice values the service that veterans and their family members have given to our country and supports the hiring of returning service members and military spouses. Veterans' preference is available for certain service members, veterans, and family members.

The City of Venice is an Equal Opportunity Employer and a Drug Free Workplace

The City of Venice offers a complete benefits package to full-time employees including voluntary enrollment in:

Health Insurance (Employee, Employee +1 or Family)

Dental Insurance (Employee, Employee +1 or Family)

Vision Insurance (Employee or Family)

FRS - Florida Retirement System

Deferred Compensation Plan - 457b

Flexible Spending Account

Life Insurance (Employee, Spouse & Dependent Children) AND the following City paid benefits:

Accidental Death & Dismemberment

Basic Life Insurance (1x employee's annual salary)

EAP - Employee Assistance Program

Short-term Disability

Long-term Disability

11 Paid Holidays

Vacation (8 hours/month, increases with tenure)

Sick Leave (8 hours/month)

01

What is your highest level of completed education?

Did Not Graduate Highschool

Highschool Graduate or Equalivent

Some College, No Degree

Associate's Degree

Bachelor's Degree

Master's Degree or Higher

02

If you possess a degree, what is your Major/Degree subject? Enter "N/A" if you do not have a college degree.

03

Do you possess a valid driver's license free of any serious violations?

Yes

No

04

What is your Driver's License number?

05

How many years of work experience do you have within an administrative role? (Experience must be included in your resume/work history)

No prior experience

1 - 2 years experience

3 - 4 years experience

5 - 6 years experience

7 years or more

06

Which of the following describes your level of proficiency using Microsoft office products (Microsoft word, Excel, PowerPoint)?

I do not have enough skills to meet the definition of Basic level below.

Basic

Intermediate

Advanced

07

How many years of supervisory experience do you have? Supervision as defined here, means that your primary duty is routinely managing employees who report directly to you, where you have the duty to assign and direct their work, evaluate their performance, counsel them, discipline them and set individual goals for them. Also, you have the authority to hire or fire them, or your suggestions and recommendations as to the hiring, firing, advancement, promotion or any other change of status are given particular weight. (Prior work experience must be documented within your work history/resume)

No prior supervisory experience

1 to 2 years

More than 3 years

08

Within your working career, what is the largest number of employees that have reported directly to you; where you were responsible for the hiring/firing, completing evaluations and administering disciplinary action?

No prior direct reports

1 to 5 people directly reported to me

6 to 10 people directly reported to me

More than 10 people directly reported to me

09

The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.

Yes, I understand and agree

No, I do not agree

Required Question