Job Details

Facilities Maintenance Department Office Manager

This position performs advanced administrative, financial, and operational management functions in support of the Facilities Maintenance Department.

• Serves as the Office Manager and primary administrative coordinator for the Facilities Maintenance Department by overseeing the daily operations of the administrative office and ensuring efficient workflow in support of departmental operations.
• Acts as the principal administrative liaison between the Director, Assistant supervisory staff, Human Resources, Finance, Purchasing, Risk Management, and other City departments.
• Provides executive-level administrative support to the Director by coordinating departmental priorities, managing confidential information, preparing reports, conducting research, scheduling meetings, and assisting with strategic planning initiatives.
• Assists in the preparation, administration, and monitoring of the department's annual operating budget.
• Tracks expenditures, monitors account balances, prepares budget transfers, reconciles purchasing activity, and assists with budget forecasting to ensure fiscal accountability.
• Administers departmental payroll by reviewing employee time records, processing leave requests, mileage reimbursements, overtime documentation, and other payroll-related transactions while ensuring compliance with City policies and payroll deadlines.
• Coordinates departmental Human Resources functions, including maintaining confidential personnel files, processing personnel actions, assisting with recruitment activities, coordinating interviews, preparing onboarding documentation, monitoring employee certifications and training requirements, and ensuring compliance with applicable personnel policies and procedures.
• Assists management with employee relations and disciplinary processes by preparing disciplinary documentation, maintaining confidential records, coordinating investigations, scheduling employee meetings, documenting corrective actions, and ensuring compliance with Human Resources policies and employment regulations.
• Supervises, trains, and evaluates administrative office staff, establishes office procedures, assigns work, monitors productivity, and promotes a high level of customer service and professionalism.
• Develops, maintains, and analyzes complex Microsoft Excel spreadsheets, databases, dashboards, and tracking systems used to monitor departmental budgets, work order performance, staffing levels, preventive maintenance schedules, equipment inventories, key performance indicators (KPIs), and operational metrics.
• Creates professional Microsoft PowerPoint presentations for executive leadership, City Council, budget workshops, strategic planning meetings, capital improvement projects, departmental updates, and other public or executive presentations.
• Prepares correspondence, memoranda, reports, policies, procedures, contracts, agendas, charts, meeting minutes, and other administrative documents independently or under the direction of the Director.
• Coordinates procurement activities by processing purchase requisitions, purchase orders, purchasing card transactions, vendor documentation, invoices, and contract records while ensuring compliance with City purchasing policies. Maintains departmental inventory for office supplies, uniforms, safety equipment, and administrative materials.
• Coordinates purchasing, receiving, distribution, and inventory control.
• Coordinates employee training programs, including annual driver safety training, required certifications, safety meetings, and mandatory compliance training.
• Maintains departmental training records and certification databases.
• Serves as the departmental liaison for Risk Management by preparing accident reports, maintaining Workers' Compensation documentation, coordinating OSHA and safety documentation, scheduling post-incident safety meetings, and assisting with accident investigations.
• Develops and maintains electronic filing systems, databases, and records management procedures to improve departmental efficiency, maintain document security, and ensure compliance with records retention requirements.
• Assists with departmental planning by preparing statistical reports, workload analyses, organizational charts, staffing reports, performance measures, and operational summaries used by executive management to support strategic decision-making.
• Coordinates special projects assigned by the Director, including departmental reorganizations, policy development, accreditation initiatives, capital improvement reporting, and process improvement projects.
• Performs other related duties as assigned in support of the Facilities Maintenance Department and the operational objectives of Columbus Consolidated Government.
• Performs other related duties as required.

Knowledge, Skills and Abilities

Knowledge of:

• Principles and practices of office administration, municipal government operations, and Facilities Maintenance administrative support.
• Budget preparation, budget monitoring, financial reporting, procurement procedures, and fiscal management.
• Human Resources policies and procedures, including recruitment, onboarding, payroll administration, personnel records management, employee relations, performance documentation, and disciplinary processes.
• Applicable federal, state, and local laws, regulations, policies, and procedures relating to public employment, payroll, procurement, records retention, Workers' Compensation, workplace safety, and risk management.
• General accounting principles, purchasing card administration, invoice processing, and financial reconciliation.
• Office management practices, records management systems, report preparation, document retention, and confidential file administration.
• Facilities Maintenance operations, preventive maintenance programs, work order management systems, capital improvement projects, and contract administration.

Skill in:

• Supervising, training, coaching, and evaluating administrative office personnel.
• Managing multiple administrative functions and priorities in a fast-paced Facilities Maintenance environment.
• Preparing and monitoring departmental budgets, payroll, purchasing records, financial reports, and administrative documentation.
• Researching, compiling, analyzing, and presenting operational, financial, and statistical information.
• Developing and maintaining advanced Microsoft Excel spreadsheets, formulas, pivot tables, dashboards, databases, and performance reports.
• Designing professional Microsoft PowerPoint presentations for executive leadership, City Council, budget presentations, strategic planning initiatives, and departmental reports.
• Preparing professional correspondence, reports, policies, procedures, meeting agendas, and executive-level communications.
• Interpreting policies and applying sound judgment in handling confidential personnel, payroll, financial, and disciplinary matters.
• Problem-solving, organization, project coordination, and independent decision-making.
• Providing excellent customer service and maintaining effective working relationships with employees, department directors, vendors, contractors, and the public. Communicating effectively, both orally and in writing.

Ability to:

• Plan, organize, and coordinate the administrative operations of the Facilities Maintenance Department.
• Maintain confidentiality while exercising sound judgment and discretion.
• Interpret and apply City policies, procedures, administrative regulations, and Human Resources guidelines.
• Develop reports and presentations that support executive decision-making and departmental planning.
• Analyze administrative and operational data and recommend process improvements.
• Maintain accurate records while meeting multiple deadlines with a high degree of accuracy. Effectively utilize Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), AMS Advantage, NeoGov, EnerGov, work order management systems, and other enterprise software applications.
• Establish and maintain effective working relationships with department leadership, employees, Human Resources, Finance, Purchasing, Risk Management, elected officials, contractors, and other governmental agencies.

Minimum Educational and Training Requirements

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education. Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

Physical Requirements

The work is typically performed while sitting at a desk or table or while standing or walking. The employee occasionally lifts light objects. Additionally, the following physical abilities are required:

• Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
• Feeling – perceiving attributes of objects by touch with skin, fingertips.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Hearing 2 – receive detailed information, make discrimination in sound.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity – picking, pinching, typing, working with fingers rather than hand.
• Pulling - use upper extremities to exert force, haul or tug.
• Pushing – use upper extremities to press against objects with force, or thrust forward, downward, outward.
• Reaching – extending hands or arms in any direction.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Speaking – expressing ideas with spoken