Job Description and Specification

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  • Topic: Management, Office management, La Job
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  • Published : December 11, 2012
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Job Description Office Manager

Office Manager 5/30/2005

Page 1

PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)

The Office Manager is responsible organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

SCOPE
(The way that the position contributes to and impacts on the organization)

The Office Manager reports to the Senior Administrative Officer and is responsible for providing office management services to the First Nations Office. This includes maintaining office services and efficiency, supervising office staff and maintaining office records.

RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)

1.

Maintain office services Main Activities:  Design and implement office policies  Establish standards and procedures  Organize office operations and procedures  Supervise office staff  Monitor and record long distance phone calls  Prepare time sheets  Control correspondences  Review and approve supply requisitions  Liaise with other agencies, organizations and groups  Update organizational memberships  Maintain office equipment

2.

Supervise office staff Main Activities:  Assign and monitor clerical and secretarial functions  Recruit and select office staff  Orient and train employees  Provide on the job and other training opportunities  Supervise staff  Evaluate staff performance  Coaching and disciplining staff

Office Manager 5/30/2005

Page 2

3.

Maintain office records Main Activities:  Design filing systems  Ensure filing systems are maintained and up to date  Define procedures for record retention  Ensure protection and security of files and records  Ensure effective transfer o files and records  Transfer and dispose records according to retention schedules and policies  Ensure personnel files are up to date and secure

4.

Maintain office efficiency Main Activities:  Plan and implement office systems, layout and equipment procurement  Maintain and replenish inventory  Check stock to determine inventory levels  Anticipate needed supplies  Verify receipt of supply

5.

Perform other related duties as required

Office Manager 5/30/2005

Page 3

KNOWLEDGE, SKILLS AND ABILITIES
(The knowledge, skills and attitudes required for satisfactory job performance)

Knowledge The incumbent must have proficient knowledge in the following areas:  knowledge of office  administration  knowledge of human resource  management and supervision Skills The incumbent must demonstrate the following skills:  excellent interpersonal skills   team building skills   analytical and problem solving  skills  decision making skills   effective verbal and listening  communications skills  attention to detail and high level  of accuracy  very effective organizational  skills  effective written communications  skills  computer skills including the  spreadsheet and wordprocessing programs, and e-mail at a highly proficient level  stress management skills   time management skills   ability to maintain a high level of  accuracy in preparing and entering information

Personal Attributes The incumbent must maintain strict confidentiality in performing the duties of the Finance and Administration Officer. The incumbent must also demonstrate the following personal attributes:  be honest and trustworthy   be respectful   possess cultural awareness and sensitivity   be flexible   demonstrate sound work ethics  The incumbent would normally attain the required knowledge and skills through completion of office procedures coursework combined with related financial and administrative experience. Equivalencies will be considered.

Office Manager 5/30/2005...
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