Office Manager

Position Summary

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

The incumbent also provides support to the Chief Equity and Inclusion Officer and the Department of Equity and Inclusion (DEI).

This position must maintain strict confidentiality in performing the duties as required by the Chief Equity and Inclusion Officer.

Additionally, the Office Manager assists in the certification process by managing the database and performing internal audits of certification applications.

Overview :

The Minority, Women, and Disadvantaged Business Enterprise (MWDBE) Program provides opportunities for Minority, Women, and Disadvantaged Business Enterprises (MBEs, WBEs and DBEs) to participate in County contracts.

The Department certifies business enterprises as disadvantaged according to Federal Regulations and provides services and resources to help grow their business.

Duties :

• Facilitates all department transfers, hires, terminations, and related actions.
• Coordinates Right to Know requests and assembles documents from departments or agencies.
• Trains and orients administrative support staff, temporary personnel, and interns.
• Compiles all fiscal transactions on an Excel spreadsheet, including office expenditures and payroll process, and submits them to the Chief Equity and Inclusion Officer.
• Assists in processing agreements for consultant contracts.
• Processes payroll on a bi-weekly basis and records employees’ information such as vacations, personal days, sick days, etc.
• Updates the County website for the DEI.
• Coordinates travel arrangements, purchases supplies, and updates schedules for the department as needed.
• Assists the Chief Equity and Inclusion Officer in developing and implementing policies within the office.
• Serves as a liaison for the Chief Equity and Inclusion Officer, other County offices, and outside agencies.
• Acts as the point person for off-site events including the Annual Open House and additional outreach events requested by outside agencies or departments.
• Completes reviews and internal audits of certification applications which include analysis and investigative work.
• Sends out bid notifications to Disadvantaged Business Enterprises (DBE) and assists in the review and processing of annual renewal DBE documentation.
• Reviews and compiles data to generate reports.
• Assists in monitoring monthly MWDBE reporting.
• Processes the removal of businesses from B2Gnow.
• Reviews documentation and performs size analysis for continued certification eligibility.
• Manages data in the certification database to ensure accuracy and assists with problem resolution for certification issues.
• Performs related duties as assigned or directed by supervisor.

Knowledge, Skills, and Abilities Knowledge of :

• Record retention and disposition.
• Principles and practices of Personnel Management.

Skill in :

• Microsoft Office programs (Word, Excel, Access, Outlook).
• JDE.

Ability to :

• Communicate effectively, both orally and in writing.
• Learn the Code of Federal Regulations (CFR) Section 49 : Parts 23 & 26 that govern the certification process.
• Maintain strict confidential information.
• Establish and maintain effective working relationships with staff, public officials, the media, and the general public.
• Manage various office duties and prioritize work schedule.
• Demonstrate problem-solving skills.
• Make sound certification assessments to include familiarity with assets, liabilities, shareholder structure, tax information, and other business-related issues.
• Travel to various Allegheny County locations as needed.

Residency : Allegheny County within 1 year.

Veterans' Preference : Will be awarded to eligible candidates.