Office Manager

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.

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.