MANAGR OF OFFICE SERVICES/PURCHASING

General Purpose of the Job Manages and oversees the daily operations of the office services unit.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Maintains office services by organizing office operations and procedures; approving payroll and related time-off requests for the department; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Develops procedures and policies for the delivery of office services such as document processing and retention, office equipment, purchasing, etc. that meet the needs of the organization.
• Evaluates and recommends changes or additions to service offerings and equipment to manage costs and achieve efficiencies within the agency.
• Manages suppliers to ensure the best options for pricing products or services.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Directs and develops the staff to deliver services that meet business requirements by planning, monitoring, and evaluating job results for the department. Manages office staff’s job results by coaching, training, and disciplining employees.
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Performs bidding in accordance with the agency policy & procedures.
• Follow up with the respective designee(s) within site/programs regarding contract terms, specifications, etc.
• Reviews all PO’s for accuracy. Approves PO’s under $500. Places orders after PO’s are approved. Enter PO’s into accounting software.
• Achieves financial objectives by assisting in annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• Contributes to team effort by accomplishing related results as needed.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor’s Degree (BA/BS) or three to five years related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills To perform this job successfully, an individual should have knowledge of spreadsheets (Excel); word processing; Outlook; Great Plains; and the ability to learn any new electronic records requirements.

Other Skills and Abilities

Ability to demonstrate adequate problem solving skills, delegate responsibility, discipline employees and follow up on requests without supervision.

Requires excellent interpersonal management skills. Basic word processing skills are required to generate staff correspondence and state mandated documents

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions The employee occasionally lift and/or move up to 25 pounds. All supervisory activities require adequate vision to observe and ensure the correct implementation of goals and services.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.