Office Manager - Leadville, United States - Lake County Government

Description

Job Description

Job DescriptionClassification: Full Time, Exempt
Starting Salary Range: $48,000-$53,000
Benefits: Lake County Benefits

Position Summary
Performs a variety of technical and administrative duties in support of the Department of Human Services Department (DHS). Serves as a support to human services director and department leadership on a variety of tasks. Takes the lead on other activities within the essential job functions/duties. Acquires general knowledge of the units/departments within DHS and the various programs associated within the units. This is a full time, on-site position, where duties will be performed at the Lake County Department of Human Services Leadville office.

General Duties and Responsibilities
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions

• Ensures the smooth daily operation of the DHS office, particularly aiding the Public Assistance unit staff when necessary.
• Responsible for scheduling meetings, sending invites to attendees, assisting with agendas and meeting preparation for the DHS director and department leadership. Ensuring highly effective meetings and record keeping for DHS leadership and attendees
• Responsible for calendar management for DHS director and department leadership, as needed
• Organizes and takes the lead on special projects. Assists with coordination of various department, county or state programs, incentives or projects as requested to ensure objectives and deadlines are met
• Serves as contract and key document coordinator: collects, routes, tracks and ensures proper record keeping of key documents and DHS contracts. On-time routing of documents, including revisions, between vendors, state agencies, department, county attorney, county management, commissioners and recorder's office. Ensures adequate information is provided for signers and signature deadlines are met
• In partnership with the DHS finance manager, is responsible for accurate reporting of Electronic Benefits Transfer (EBT) physical card inventory, issuances, destruction and ordering in compliance with state regulations
• In collaboration with the DHS finance manager, assists with collection of information from staff to ensure accurate and timely documentation of expenditures on county-issued purchase cards
• Responsible for time sheet collection and assists with time sheet management in Axiom/Ytime, the department's time-keeping database. May act as liaison to county HR with questions, clarifications, staff training, and issue resolution related to time tracking. Ensures 100% time keeping accuracy and policy adherence
• Manages communication with other county departments and county leaders, as well as document sharing, via Microsoft Teams. Ensures DHS director is apprised of information shared via Teams and is able to respond effectively
• Monitors BOCC (Board of County Commissioners) meeting agendas and alerts/helps prepare Director when attendance is required or information is to be provided
• Assists DHS director and operations manager with HR responsibilities such as on and off boarding, background checks, collecting new hire paperwork, and duties associated with high-quality candidate recruitment
• Maintains records of all DHS job descriptions and enters job openings into recruitment software (Jazz HR), monitors Jazz HR and efficiently assists hiring managers with candidate coordination
• Acts as Back Up Security Administrator for the county DHS department, as mandated by state agencies. Includes training and management of staff security access for all state databases and interfaces: CBMS, TRAILS Mod, TRAILS Legacy, CHATS, ACES, State Portal, DMV, DOLE, SAVE, CLEAR, CBI and others. Tracks security access requests and resolutions
• Ensures timely completion of regular performance evaluations for all DHS staff via coordination with county HR, DHS managers, and DHS director. Organizes training on performance evaluation for DHS leadership
• Responsible for annual record updates: staff member's vehicle insurance and driver's licenses, confidentiality agreements, signatures on current job descriptions, emergency contacts, and telework agreements
• Serves as record keeper for department staff meetings, other department meetings and projects as required
• Assists with event planning and preparation tasks for staff meetings or other department meetings, including ordering food, drinks, supplies, and coordinating related logistics
• Attends training as required or recommended, helps organize department trainings and special presentations
• Provides support for state audits, including follow up to required processes related to signage, notices or other public information
• Serves as lead on CBI audits related to management of CJIS database and required staff training
• Keeps DHS pages on Lake County website accurate and current, including compliance with all state regulations regarding access and notices about human services' programs
• Upkeep and communication of organizational charts, staff celebrations, phone lists, and community resources
• Assists operations manager with tracking IT inventory throughout the department. Assist operations manager with equipment exchange process ("Refresh") with external state IT vendor (Istonish)
• Assists operations manager with cell and office telephone management processes, including auto attendant management and escalating requests to County IT personnel when necessary
• Assists operations manager with the coordination and ordering of supplies and equipment
• Performs other related duties as required or assigned

Other Duties

• Coordinates with outside agencies when requested and necessary
• Representing DHS director and department at meetings, taking and distributing minutes and meeting notes, general administrative duties, responding to emails, agency contacts and surveys
• Create efficiencies in logistics and operations to elevate services, staff time, and partnerships
• In conjunction with the Operations Manager, assists with DHS department's responsibility for Emergency Management/ESF-6. Organizes ESF DHS trainings, meetings, and Continuity of Operations Plan (COOP)

Act as a partner and resource to support local emergency managers, planners, and other service providers in identifying community needs, including language access, before, during and after disasters
Assists with disaster case management as needed
Coordinates FEMA training for staff

Requirements

• High School Diploma or Equivalency (GED) certificate required.
• Preferred: Associates or Bachelor's degree in Business Administration, OR, related field and a minimum of three years of high-level office administration and related experience, preferably a human services agency; OR, an equivalent combination of education and experience, with at least two years high level experience in an office environment with demonstrated experience in administrative work. Knowledge of public programs and other service agencies highly desired.
• Preferred bilingual in English and Spanish.
• Valid Colorado Driver's License at time of appointment and throughout employment.
• Ability to: Learn and apply department policies and procedures; make appropriate decisions; maintain confidentiality; adapt to change; be a member of a team; deal with conflict effectively; provide a high level of customer service; exhibit patience and composure in difficult situations; take initiative and follow-through on projects; report status of on-going projects to supervisor on a timely basis to ensure time lines are met and staff are informed; effectively utilize Excel, Word and CBMS; work independently and execute judgment appropriately; communicate effectively both orally and in writing in English; interact with the public and County employees in a positive and informed manner and be willing to receive corrective feedback in a positive manner. Ability and commitment to support the County leadership goals, objectives, and organizational needs.
• Skills required: Spreadsheet, word processing and database management skills are required, along with the following: skill in utilizing phone systems effectively; operating fax, copier, scanner and printer equipment; skill in communicating effectively and appropriately; writing and speaking skills; organizational skills; and strong administrative skills.
• Ability to learn/utilize: Computers; calculators; digital and other copy machines; printers; scanners, and County vehicles. Computer software includes Outlook, Word, Excel, Google Workspace, PowerPoint, Axiom/Ytime time entry, Zoom, Microsoft Teams, internet and intranet and others as required.
• Ability to work effectively in an office environment.

EOE Statement

Lake County is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, creed, religion, sex, national origin, sexual orientation, disability, or veteran status. Assistance or accommodation during the application process due to a disability is available upon request.

Lake County Benefits - Full-Time Employees

As a reflection of the value we place on the contributions of our employees, the County offers a competitive benefits package for full-time employees. Please review the 2024 Benefits Guide for full details. The Guide provides information on Lake County Government's benefit offerings, including:

• Employer-Sponsored Medical and Dental Insurance Plans
• 100% Employer Paid Vision Plan
• Flexible Spending Account
• Health Reimbursement Account
• Employer-Sponsored Short-Term Disability Insurance
• 100% Employer Paid Long-Term Disability Insurance
• 100% Employer Paid Term Life Insurance
• Supplemental Life Insurance Plans
• 401(a) and 457(b) Employer Matched Retirement Plans
• Paid Vacation, Sick Leave, Personal Days and Holidays
• Employee Assistance Program
• Public Health Emergency Leave
• Discounts on concerts, major sporting events, electronics, travel, cars and more

Lake County Benefits - Part-Time Employees

Lake County is also proud to offer paid sick time off and flexible work schedules for our part-time employees.

EOE Statement

Lake County is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, creed, religion, sex, national origin, sexual orientation, disability, or veteran status. Assistance or accommodation during the application process due to a disability is available upon request.

Notice of Work Authorization Requirement

Applicants must be authorized to lawfully work for any employer in the United States. Lake County is unable to sponsor or take over sponsorship of an employment Visa.

Notice of Emergency/Disaster Responsibilities

All Lake County Employees may be required to work as a Disaster Service Worker when a local declaration of emergency or disaster is declared by the Board of County Commissioners. To be prepared for this role, all employees and emergency service function (ESF) leads will attend emergency management trainings and exercises as requested by the Director of Emergency Management. With advanced notification from OEM, employees will make reasonable efforts to attend training events in coordination with other employees and supervisors.

Other Duties

Please note that this job description does not intend to cover or contain a full comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Expected Duration of the Application Process

Due to the nature of the application and selection process for Lake County full-time positions, applicants can reasonably expect the application process to take a significant amount of time to complete before a decision is made to hire or not to hire. Typically, it takes approximately four (4) to six (6) weeks from the date of application to complete the entire selection process. The length of time it takes to complete the process can vary depending on a variety of factors. Please note that this is an estimated duration of the selection process.

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