Office Manager 1 Facilities Services

JOB SUMMARY

Under general supervision, performs standard and some advanced secretarial and/or administrative duties, as well as independent project assignments, usually for a manager/senior manager. Completes operational requirements by scheduling and expediting maintenance requests, creates shopping carts, and processes time and labor requests.

Position requires knowledge of district's policies and procedures as well as the department's guidelines and practices.

MAJOR DUTIES & RESPONSIBILITIES

• Drafts and prepares correspondence to include letters, memos, matrices for display of statistical reports, forms, and minutes of meetings. Creates and maintains databases. Utilizes (OneSource) SAP for various reporting activities, requisitions, or work orders. Assignments may involve research of historical data or information.
• Processes communications for district wide dissemination. Assembles and monitors all files, records, calendar of appointments, and other related events.
• Processes payroll documents for status and salary changes and resolves payroll/work history discrepancies.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

• Processes payroll documents for status and salary changes and resolves payroll/work history discrepancies.
• Receives calls, assists callers or re-directs inquiries to the appropriate individual or department. Schedules appointments for department management and staff.
• Performs other job-related duties as assigned.

EDUCATION

High School Diploma or GED

WORK EXPERIENCE

1 to 3 years

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

OneSource, SAP, HTML, Microsoft Office, CAD, Chancery Office equipment (e.g., computer, copier)

LEADERSHIP RESPONSIBILITIES

No supervisory or direct people management responsibilities. May provide occasional work guidance, technical advice and training to staff.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work involves the application of moderately complex procedures and tasks that are quite varied. Independent judgment is often required to select and apply the most appropriate of available resources. Ongoing supervision is provided on an "as needed" basis.

BUDGET AUTHORITY

No budget development activity is required.

PROBLEM SOLVING

Decisions are made on routine matters affecting few individuals and usually within the confines of the job''s own department. Specific job activities and results are typically reviewed closely. There are limited requirements for developing new ideas or changes in methods, procedures, or services.

IMPACT OF DECISIONS

Follows rules and procedures. Decisions can have minimal or no impact to HISD. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction.

COMMUNICATION/INTERACTIONS

Information sharing - gives and receives information such as options, technical direction, instructions, and reporting results. Interactions are mostly with customers, own supervisor, and coworkers in own and other departments.

CUSTOMER RELATIONSHIPS

Takes routine or required customer actions to meet customer needs. Responds promptly and accurately to customer complaints, inquiries and requests for information and coordinates appropriate follow-up.

May handle escalated issues passed on from coworkers or subordinates.

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.

Ability to carry and/or lift less than 15 pounds.

Skills

Administrative Skills, Calendar Management, Customer Escalations, Customer Relations, Database Administration, Educational Technology, Facilities Management, High School Diploma, Leadership, Meeting Minutes, Office Management, Payroll Administration, People Management, Prepare Correspondence, Request for Information (RFI), SAP, Shopping Carts, Staff Training, Statistical Reports, Writing Skills

About the Company

Houston Independent School District