Office Manager II, Federal, State, and Local Initiatives

JOB SUMMARY: Manages and coordinates the activities and daily operations of the office support staff and Component Director. Evaluates office production and work schedules, updates procedures and devises new processes to improve efficiency of workflow. Supervise assigned staff.

POSITION REQUIREMENTS:

JOB KNOWLEDGE, SKILLS/ABILITIES

Knowledge

• High school diploma or GED required.
• Three to five years of clerical experience required.
• Supervisory experience preferred.

Skills/Abilities

• Typing, proofreading and writing proficiency required.
• Demonstrated high-level proficiency in operations and office management duties with minimal supervision.
• Strong organizational skills with the ability to meet short deadlines.
• Excellent written and verbal communication skills required.
• Demonstrated attention to detail and problem-solving skills.
• Demonstrated ability to multi-task numerous complex business administrative activities.
• Demonstrated ability to plan work, prioritize and make decisions guiding the clerical workload of the component. Ability to determine the needs of clients who call for assistance.
• Proficiency with basic office procedures and the operation of common office equipment and applications.
• Proficiency with standard functions within applications such as Microsoft 365/Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
• Proficiency with computers (PCs and/or MACs) to include file and desktop management and operations, and working in a cloud-based and/or networked environment.
• Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS AND OUTCOMES

• Demonstrate effective leadership skills and goal setting.
• Manage multiple projects and priorities and initiate follow-up to ensure timely results.
• Review and analyze reports, summarizing information and identifying trends, to keep leadership staff informed.
• Maintain office staff job results by coaching and appraising job results. Establish and maintain internal processes for program efficiency and quality completion of all products and program projects
• Assist in monitoring budgets for workflow efficiencies, ensuring correct coding and compliance with guidelines and availability of funds.
• Manage a balance between team and work assignments.
• Review outgoing correspondence and documents for accuracy and compliance with policies and procedures and business office best practices.
• Oversee year-end close-out processes including fixed assets inventory.
• Oversee maintenance, accuracy, and invoicing of contracts.

INITIATIVE

• Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
• Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
• Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
• Remain current with industry standards, developments, and applicable laws/regulations; implement accordingly.
• Demonstrate flexibility and adaptability to new situations and assignments.
• Set challenging goals and reach a high standard of performance despite barriers encountered.
• Perform duties with awareness of broader organizational impact, ensuring actions and decisions support department and organizational success.
• Promote and support continuous improvement and organizational change.
• Work under minimal supervision.

COMMUNICATION/HUMAN RELATIONS

• Model the Principles of Public Service (Policy AD LOCAL).
• Communicate in a timely and effective manner and interact professionally.
• Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
• Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
• Demonstrate professional-level written and oral communication skills.
• Work collaboratively in a team setting.
• Keep supervisors informed.
• Regularly handle and maintain confidentiality of sensitive communications and information at all times.

SUPERVISION AND ORGANIZATION OF STAFF

• Ensure that a comprehensive system of supervision, substantive performance evaluation, and staff development is provided to staff members.
• Recommend a staffing pattern for the department which ensures efficiency and effectiveness in all areas.
• Recruit individuals who best match he requirements for the position and the culture of the Center.
• Provide leadership, direction, and support to assigned staff to ensure timely achievement of department goals and outcomes.

BUDGET RESPONSIBILITY

• Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS

• Tools/Equipment Used: Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
• Posture: Prolonged sitting; occasional standing, bending/stooping, pushing/pulling, and twisting.
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
• Lifting: Light lifting and carrying (less than 15 pounds); occasional heavy lifting/carrying (15-50 pounds).
• Environment: This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings/meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; occasional travel.
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS

• Champion and model the Center's Mission, Vision, Core Values, and Service Standards.
• Function within the policies and procedures of ESC-20.
• Accept other responsibilities as assigned.
• Dress and groom appropriately for the ESC-20 work setting.
• Travel independently to fulfill responsibilities of the position.
• Maintain regular and reliable attendance, majority in-person/onsite.
• Serve at the will of the Executive Director.

This clerical position requires the following:

• Keyboarding-minimum 30 net w.p.m.

• Proofreading-minimum score required

• To complete the skills assessment from home or other off-site location, please follow the link below:

Online Skills Assessment

• Testing must be completed as soon as possible after applying. Timeliness is important due to positions closing.
• Assessment scores are maintained for 2 years. When applying for another clerical position, you MUST contact HRS so that scores can be added to your profile. Email hrtechsupport@esc20.net or call (210) 370-5224.
• Please allow 1-2 business days for your scores to be posted. Skills assessment re-testing may be completed once every 30 days IF a clerical position requiring testing is currently posted.

Note: Please make sure to submit your application prior to completing the online skills assessment.

Deadline to apply: July 22, 2026