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CITY OF ELLENSBURG
HAL HOLMES CENTER
OFFICE MANAGER
REPORTS TO: LIBRARY DIRECTOR
MISSION:
To serve clients using the Center, perform office procedures, operate and maintain audio-visual equipment, and coordinate staff and rental activities at the Hal Holmes Center.
SUMMARY:
Interview clients, coordinate and schedule bookings, do set up/take down of audio-visual equipment and furniture for events; Provide AV training and assistance for clients; Manage office procedures, including booking, billing, invoicing, record keeping, purchasing supplies and equipment; training and supervising assistant; consult with Director on policy and procedure; assist with budget and goal setting, provide reports on activities; implement marketing objectives. Provide public relations and promote use of Center. Maintain AV equipment and furnishings; keep Center secure and in order; coordinate with custodian and maintenance workers.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
All of the following are to be performed while adhering to City of Ellensburg operational policies, safety rules, and procedures.
Client Service:
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Interview clients in person and by telephone; determine needs and inform on
services
Assess rental fees according to policy
Book events; set up schedule; ensure event compatibility
Set up audio-visual, tables and chairs, etc. according to client needs
Provide training and assistance for clients and staff on AV and other equipment
Provide keys and instructions to clients
Provide on-site assistance during events when needed
Post informative signs as needed; keep street sign current
Provide tourism brochures and other community information as needed
Collect and receipt rental fees
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Prepare weekly and monthly calendar of events/schedules; inform library staff
as needed
Complete contracts and invoice clients; Prepare follow-up letters
Maintain client and financial records on the computer and in paper files
Collect fees and other payments; Prepare deposits for City treasurer
Prepare purchase orders for Director's signature
Train and supervise assistant to help with clients, office procedures, maintenance, etc.
Prepare weekly, quarterly, and annual reports for Director on revenues and activities
Purchase supplies and equipment as budgeted
Update inventory of Center property annually
Prepare correspondence and do mailings
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Follow up with clients on service satisfaction
Develop relations with local business, Chamber of commerce, CWU, etc.
Provide referrals to clients with needs Center is unable to provide
Design and publish brochures, schedules, flyers etc. for clients and promotional mailings
Keep mailing lists up to date; send mailings to prospective users
Coordinate with local artists and others for displays and exhibits
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Schedule and install exhibits and displays in lobby display cases
Perform minor maintenance of audio-visual equipment, lighting and sound equipment
Ensure clean appearance of Center between clients
Encourage recycling in office and by Center clients
Keep storage areas and basement organized and clean
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Participate in budget planning and long range goals as requested by Director
Prepare advertising materials for newspaper ads as needed
Participate in interviewing for new hire or performance review as requested by director
This is a representative sample--not to imply a complete listing of responsibilities and tasks.
SUPERVISORY RESPONSIBILITIES:
Directly supervises one part-time employee. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include assistance in the interview, hire and training process; plan, assign, and direct work; assist in appraising performance.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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EDUCATION and/or EXPERIENCE:
Associate's degree (A. A.) or equivalent from two-year college or technical school; and one to two years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS:
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.
CERTIFICATES, LICENSES, REGISTRATIONS:
CPR certification/First Aid
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:
A) Knowledge of general office and book keeping practice and procedures; considerable knowledge of audio-visual equipment and related electronic technology; knowledge of computer scheduling, spreadsheet, and word processing programs; knowledge of stage sound and lighting systems; some knowledge of principles of supervision, occupational safety standards, (OSHA) and requirements, and of Americans with Disabilities Act, (ADA) standards and requirements.
B) Skill in operation of listed tools and equipment; Skill in First Aid and CPR.
C) Ability to be courteous and tactful with the general public; Ability to communicate effectively orally and in writing; ability to interpret and implement policies and procedure; ability to work independently with initiative and judgment; ability to coordinate various activities; ability to establish and maintain effective working relationships with employees, supervisors, other agencies, participants, instructors, and community leaders.
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SPECIAL REQUIREMENTS:
Valid Washington State Driver's License or ability to obtain one.
TOOLS AND EQUIPMENT USED:
Audio-visual equipment of all kinds; Personal computer, printer, calculator; copy and fax machine; phone; common hand tools such as screwdriver, hammer, saw, drill; high ladders; platforms; light panels, dimmer boards, sound amplifiers and mixer boards.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee is occasionally required to taste or smell.
The employee must regularly lift and/or move up to 100 pounds and occasionally lift and/or move more than 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee occasionally works near moving mechanical parts; in high, precarious places; and in outside weather conditions and is occasionally exposed to wet and/or humid conditions and risk of electrical shock.
The noise level in the work environment is usually moderate when clients are using the Center.
KEY RELATIONSHIPS:
The key relationships described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the duties of this job, the employee will provide information to and collect information from the general public, city council, state and local agencies, private enterprises, educational organizations, and clubs and civic groups. Contact will be made in writing, by telephone, in person, and through teaching or formal instruction.
The employee will negotiate solutions within policy guidelines and involving policy changes with the general public, city council, local and state agencies, private enterprises, educational organizations, and clubs and civic groups. Contact will be made in writing, by telephone, in person and through teaching or formal instruction.
Department Head (date) Supervisor (date) Employee (date)
NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact the Personnel Department to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.
DISCLAIMER: Job profiles are not intended, nor should they be construed to be, an exhaustive list of all responsibilities, tasks, skills, efforts, working conditions or similar behaviors, attributes or requirements associated with a job. A job profile is not a comprehensive job description. It is intended for the sole purpose of acquainting a person who is unfamiliar with such position with a brief overview of the position's general direction and scope. This position profile is confidential, is intended for internal use only and may not be copied or reproduced by anyone for any purpose without written permission from the Director of Personnel or the City Manager.