Office Administrator (570) - City of Overland Park, Kansas

CITY OF OVERLAND PARK - POSITION DESCRIPTION

TITLE:	Office Administrator
REPORTS TO:	Admin, Safety and Loss Prevention (16)
DEPARTMENT:	Human Resources
DIVISION:	Human Resources 1910

JOB NO:	570
BAND/LEVEL:	GRADES EXEMPT - E
FLSA STATUS:	Exempt
FT/PT/SEASONAL:	Full-Time

JOB SUMMARY STATEMENT:The Office Administrator will coordinate office activities and operations while providing clerical and administrative support to management.

DUTIES AND RESPONSIBILITIES:<ul><li>Serves as the liaison between the City and vendors for RFPs related to HR.</li><li>Creates competitive analysis, submits timely reports as needed, and prepares presentations, proposals and other complex documents for high-level meetings.</li><li>Assist and drafts City Council FAED documents, by reviewing contractual agreements and terms.</li><li>Serves as the backup to the Senior HRIS Records Clerk to include the following tasks: Maintains filing systems and ensures proper retention, protection, and disposal of records; processes unemployment claims and fields employment verification requests.</li><li>Serves as backup to the Leave and Risk Specialist/Safety Council Administrator to include the following tasks: Clerical and administrative support to the Safety Council, coordinates/schedules medical treatment appointments for Worker's Comp injuries, Fitness for Duty, and DOT-related; fielding FMLA requests, coordinates with Third Party Administrator as it relates to injuries.</li><li>Assists with budget preparation and tracks expenditures.</li><li>Supervises risk management department in absences of Manager of Risk and Safety</li><li>Oversees the day-to-day functioning of the office, ensuring that administrative processes run smoothly.</li><li>Directs office activities and functions to maintain efficiency and compliance with company policies.</li><li>Provides support to employees and management, including handling correspondence, preparing documents, and scheduling meetings.</li><li>Assists clerical and support staff with their assigned duties, particularly when more advanced, skilled, or sensitive work is required.</li><li>Prepares agendas, makes travel arrangements, and maintains calendars for the Chief Human Resources Officer.</li><li>Manages communication channels, such as telephone services, email correspondence, and mail distribution.</li><li>Maintains office supplies inventory to ensure resources are available when needed.</li><li>Maintains records, documentation, and files, particularly more complex or sensitive files such as employee files.</li><li>Assist with establishing, updating, and implementing office policies and procedures to maintain order and efficiency.</li><li>Processes invoices and manages accounts payable and receivable.</li><li>Manages data entry and other record-keeping tasks.</li><li>Coordinates with Facilities for office maintenance and repairs.</li><li>Assist with regular office operations reports to management and identify areas for improvement.</li><li>Supports the recruitment, onboarding, and training of new employees during orientation.</li><li>Assists/coordinates various City events throughout the year to include.</li><li>Plans and coordinates departmental events.</li></ul>

GENERAL QUALIFICATIONS

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS: <ul><li>Bachelor's degree or higher in office administration or related field required.</li><li>At least five years of administrative and clerical experience in Human Resources required.</li><li>At least five years of direct supervisory experience is required.</li></ul>REQUIRED SKILLS & ABILITIES: <ul><li>Excellent verbal and written communication skills.</li><li>Confident in working independently through the workday.</li><li>Must maintain positive communication with internal and external customers.</li><li>Must be solution-driven and have the ability to independently problem-solve.</li><li>Excellent organizational skills and attention to detail.</li><li>Excellent time management skills with a proven ability to meet deadlines.</li><li>Strong supervisory and leadership skills.</li><li>Ability to prioritize tasks and delegate them when appropriate.</li><li>Ability to function well in a high-paced and, at times, stressful environment.</li><li>Basic understanding of how to operate standard business equipment.</li><li>Proficient with Microsoft Office Suite or related software.</li><li>Proficient with Google Work Suite, including creating spreadsheets and forms.</li></ul>PHYSICAL REQUIREMENTS: <ul><li>Prolonged periods sitting at a desk and working on a computer.</li><li>Must be able to lift up to 15 pounds at times.</li></ul>SUPERVISORY RESPONSIBILITIES: Senior HRIS Record Clerk (dotted line report)