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Norfolk

    Office Manager - Norfolk, United States - City of Norfolk, VA

    City of Norfolk, VA
    City of Norfolk, VA Norfolk, United States

    4 weeks ago

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    Description
    Office Manager

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    Office Manager

    Salary

    $41, $67,135.00 Annually

    Location

    Norfolk, VA

    Job Type

    Permanent Full-time

    Job Number

    12042

    Department

    Human Services

    Division

    Division of Social Services

    Opening Date

    04/29/2024

    Closing Date

    5/9/2024 11:59 PM Eastern

    Description

    Benefits

    Questions

    Description


    The City of Norfolk's Department of Human Services is committed to improving the lives of children, families, and communities through comprehensive services that support the well-being of Norfolk citizens.


    The Department of Human Services is seeking an experienced professional with the ability to lead a team of office support staff both in the office and remotely.

    Work will involve developing staff within the framework of departmental/divisional goals and objectives. The incumbent will also have knowledge necessary to understand basic operational, technical, or office processes. Proficient in Microsoft Suite, knowledgeable of mail-merge and other office software. Be responsible for the implementation of unit goals and objectives, leadership, collaboration, and mentoring.

    The Office Manager will be responsible for the following task:

    Supervise Human Services Aides who are responsible for handling the front desk and other clerical duties as assigned.

    Ensure that staff complete all required system searches and transfer cases within the agency allotted timeframe.


    Monitor and ensure that customer complaints are kept at a minimum and customers are greeted and treated with dignity and respect by the Greeter and the front desk staff.

    Handle escalated customer complaints and communicate with other state and city agencies, employers, and upper management staff.

    Monitor and approve staff time and attendance daily.

    Departmental Hiring Salary Range:
    $41,187- $47,365

    Essential Functions

    Essential functions include but are not limited to:
    Supervises and coordinates staff by maintaining work schedules, prioritizing tasks and responsibilities, and coordinating staff training.

    Provide Administrative support to Programs Managers and Senior Leaders.

    Ensures the quality of work.

    Coordinates and schedules appeals.

    Manages document imaging, drop off, and information and referral.

    Assists with the preparation of records for audits of the various benefit programs.

    Develops new office procedures.

    Enters leave requests into the Peoplesoft system.

    Prepares and generates statistical and confidential reports.

    Produces, reviews and edits various statistical reports, letters, and memoranda.

    Compiles materials to assist in preparation of budgets.

    Reviews, interprets, and implements state and local policies and procedures.

    Writes reports, compiles records, prepare forms, and provides resources.

    Other tasks pertinent to the Benefits Team may be assigned.

    Education/Experience


    Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with a two year associate's degree, diploma or equivalent from a college, technical, business, vocational, or correspondence school.

    Appropriate certification may be awarded upon satisfactory completion of advanced study or training.

    Two years experience.

    The ideal candidate will possess the following:
    Knowledge necessary to understand basic operational, technical, or office processes.

    Proficient in Microsoft Suite, knowledgeable of mail-merge, V-Lookup and other office software.

    Ability to lead a team of office support staff both in the office and remotely.

    Six months to one year experience performing similar functions.

    Additional Information & Requirements

    Valid Driver's License may be required depending on assignment.

    Signing Bonus:
    This position is eligible for a one-time $5,000 signing bonus.


    Regular full-time and permanent part-time employees may receive paid holidays, vacation and sick leave, employer paid pension plan, basic life insurance, voluntary participation in medical and dental, Section 457 deferred compensation, long-term disability, optional life insurance for self, spouse and children, medical and dependent care reimbursement plans, access to membership in credit union and employer provided parking.


    Special project/grant employees are generally eligible for the same benefits of regular full-time employees; however, retirement, life insurance and participation in health plans vary depending upon funding and authorization.

    Temporary/seasonal and part-time employees are generally only eligible for employer provided parking and access to membership in credit union.

    Retirement


    If you are hired October 5, 2010, or after to a position with City of Norfolk Retirement System benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit.

    This will be a pre-tax payroll deduction.


    If you are hired January 1, 2022, or after to a position with Virginia Retirement System (VRS) benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit.

    This will be a pre-tax payroll deduction.

    The Tuition Assistance Program is established to encourage employees toward continued self-development and education.

    Permanent full-time and permanent part-time classified, unclassified permanent, full-time special projects, and constitutional employees who have completed six months continuous service will be eligible to apply.

    The applicant's school of enrollment must be an accredited institution.


    NOTE:
    The benefits described above are broad generalizations.

    The specific benefits that an employee may be eligible for are governed by City regulations, as applicable to job type.

    Non-City

    Positions listed with a job type designation of "Non-City" are not subject to the benefits descriptions above. Refer to the content of the job posting for information regarding these positions.

    01


    The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought.

    Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process.

    Do not answer "see resume" or "see application" as these are not valid answers.

    Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.

    I understand and will answer the following supplemental questions completely and thoroughly.

    02

    Are you a current or previous City of Norfolk employee?

    Yes - I am a current City of Norfolk Employee

    Yes - I am a previous City of Norfolk Employee

    No - I am not a previous or current City of Norfolk employee

    03


    If you were referred for this position by a current City of Norfolk employee, please provide the employee's full name, department, and job title.

    If not, please indicate by typing "N/A."

    04

    Please select the highest level of education you have completed.

    Less than High School Diploma/GED

    High School Diploma/GED

    Some College (6 months or more)

    Vocational/Technical Degree

    Associate's Degree

    Bachelor's Degree

    Master's Degree or higher

    05

    How many years of experience do you have in processing SNAP and Medicaid applications, paraprofessional, clerical, or similar capacity including substantial public contact, interviewing, information gathering, and the analysis of data?

    No experience

    Less than 2 years of experience

    3-4 years of experience

    4-5 years of experience

    More than 6 years of experience

    06

    Please describe your experience in processing, interviewing, information gathering, and analyzing data to determine eligibility.

    07

    Do you have experience resolving customer complaints and issues?

    Yes

    No

    08

    Please describe the skills you possess that are utilized to resolve customer complaints and Issues. If no experience, please type "N/A".

    09

    Do you have a valid driver's license?

    Yes

    No

    10

    Please provide the name, email address, and phone number of your current or most recent supervisor

    11

    Please provide an explanation of any periods of unemployment that are 30 days or longer. Indicate N/A if you have not experienced any periods of unemployment.

    12

    A conviction (felony or misdemeanor) does not necessarily eliminate you from employment consideration. A criminal background check is conducted on all new hires.

    Failure to disclose all criminal convictions may result in disqualification from employment consideration or may result in dismissal from City of Norfolk employment if you have been hired.

    The nature of the offense; the time that has passed since the offense, conduct and/or completion of the sentence; and the nature of the job sought may be taken into consideration.

    Have you ever been convicted of a felony or a misdemeanor?

    I have been convicted of a felony

    I have been convicted of a misdemeanor

    I have been convicted of a felony and a misdemeanor

    I have not been convicted of a felony or a misdemeanor

    13


    If you answered, that you have been convicted of a felony and/or a misdemeanor, please provide an explanation including the city, state and date of the conviction.

    This excludes minor traffic violations such as speeding tickets.

    14

    Please indicate your veteran status. (A copy of your long form DD-214 may be required)

    I am not a Veteran

    I am a Veteran

    I am a Disabled Veteran

    Required Question

    Agency

    City of Norfolk

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