Delaware State Police

Office Manager (#L24013)

- hourly / - monthly / - annual

Pay Grade

PG 10, $31,912

Nature and Scope

This position is responsible for providing support to an administrative or technical superior by; providing office coordination, managing work flow and supervising the office staff support.  An incumbent plans, organizes and directs day-to-day office support activities under the general direction of an administrative or technical superior.  This is a multifaceted position which may include responsibility for supervising directly or through subordinate lead personnel, clerical activities and ensuring the smooth and efficient operation of the office.  In addition, an incumbent is generally knowledgeable about the agencies mission/functions and may act as a principle assistance to the supervisor.

Principal Accountabilities

Plans, coordinates and directs office support activities to relieve an administrative/technical superior of day-to-day administrative tasks.

Analyzes and makes recommendations regarding operating practices and procedures to include personnel, workflow, cost reduction record keeping, performance standards, equipment and supply utilization to ensure smooth and efficient office operation.  Implements new and revised procedures.  

Supervises directly or through subordinate personnel, the agency’s support staff; interviews job applicants and makes hiring recommendations; trains new employees; plans, assigns, and evaluates the work of subordinates; counsels and disciplines subordinate employees.  

Directs support services which include most of the following:  forms/records management, equipment maintenance and repair, mail distribution and messenger services, office typing support and telephone coverage.  

May act as principle assistant to the superior in a variety of operational areas which may include:  disseminating directives, preparing required reports, assisting in budget preparation and development by maintaining records and/or compiling data; performing special projects studies including needs assessments; obtaining, organizing and drafting administrative material for public information or office use; acting as a liaison with vendors, state/federal representative, the public, etc.  

Performs related work as required.

Knowledge, Skills and Abilities

  • Knowledge of divisional/unit operation and goals.
  • Knowledge of policies/procedures regarding fleet management, records management, contracting and purchasing, equipment maintenance and repair, facilities management, etc.
  • Knowledge of legal requirements regarding records management, building code, etc.
  • Knowledge of the principles and practices of office management, planning, organization, general administration, supervision.
  • Skill in managing work through others to achieve unit goals.
  • Skill in handling complaints tactfully and thoroughly.
  • Skill in effective communication, both orally and in writing.
  • Skill in the compilation, research and analysis of information.

Minimum Qualifications

  • Knowledge of policies and procedures of support services such as records management, mail distribution, messenger services, etc.  
  • Experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.  
  • Solid organizational skills.  
  • Knowledge of the principles and practices of supervision.  
  • Ability to communicate effectively, both orally and in writing.

CLASS: L24013; EST: 9/1/2017 12:32:00 PM; REV: 9/1/2017 12:32:00 PM;