Job Description

The Tooele County Roads Department is looking to fill the Office Manager position to perform advanced administrative, clerical, financial, and technical duties and to support efficient and safe operations. Acts as a senior-level administrative professional providing direct support to division. This position requires independent judgment, discretion, and a high degree of professionalism in handling confidential and complex administrative matters.
SUPERVISION RECEIVED
Works under the supervision of the Roads Department Director.
SUPERVISION EXERCISED
Provide supervision of the Roads Administrative Specialist
ADMINISTRATIVE & OFFICE MANAGEMENT
Oversee Daily Office Operations

• Manage schedules, office supplies, and equipment.
• Maintain organized filing systems (digital and physical).
• Supervise support staff (clerks, receptionists, etc.).

Records Management

• Maintain records of road maintenance, construction, permits, and inspections.
• Ensure compliance with county and state records retention policies.
• Track Right-of-Way agreements, easements, and land use documents.

Correspondence and Communication

• Prepare memos, letters, emails, and public notices.
• Act as liaison between the Road Department and other government departments,
• Coordinate public inquiries and complaints, directing them to appropriate person

BUDGETING & FINANCE
Assist with Budget Preparation

• Gather and organize financial data for annual budgeting.
• Monitor expenses against budget allocations.
• Track purchase orders and invoice payments.

Procurement & Inventory

• Maintain and orders inventory for safety equipment.
• Ensure compliance with county procurement policies.
• Assists with creating RFQ's & RFPs for Road Department CIP projects.

PROJECT & OPERATIONS SUPPORT
Support Construction and Maintenance Projects

• Help schedule inspections, bid openings, and public meetings.
• Maintain logs of ongoing projects and deadlines.
• Assist with permit applications and tracking.

Coordinate with Engineering Staff

• Schedule surveys, road assessments, and mapping tasks.
• Organize plans and documentation for road projects.

PERSONNEL SUPPORT
Time Tracking Assistance

• Time tracking for quarterly reports

Onboarding & Training Coordination

• Department Safety Officer. (weekly training, building inspection and coordination)
• Assist in onboarding new employees (paperwork, orientation).
• Schedule mandatory safety and compliance training for Department staff.

MEETING & PUBLIC INTERFACE
Meeting Preparation

• Organize and schedule department meetings and public hearings.
• Prepare agendas, take minutes, and distribute documents to Meeting Manager.

Public Notices & Legal Postings

• Ensure public notifications (e.g., road closures, construction) are posted in compliance with legal requirements.
• Update website and bulletin boards with announcements.

TECHNOLOGY & SYSTEMS
Database & Software Management

• Maintain GIS data updates (if applicable).
• Manage work order tracking systems (Tyler liason).
• Coordinate IT support or system updates for the department.

EDUCATION AND EXPERIENCE

• Associate degree with an emphasis in business, finance or office management.
• Three (3) years of experience related to the above duties; general office practices; and progressive office management and administrative duties including bookkeeping and budgeting. Previous work in the County is preferred. OR An equivalent combination of education and experience.
• Must possess a valid Utah driver's license with no DUI's/ARR's in the past five (5) years and no more than two (2) moving violations within the past 24 months.

PHYSICAL REQUIREMENTS

• Hand-eye coordination is necessary to operate computers and various pieces of office equipment; Required to frequently talk and hear; sit, use hands to fingers, handle, feel or operate objects, tools or controls; and reach with hands and arms. Hand dexterity is required for computer use.
• Required to stand or walk.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Mental acuity is needed in decision making and stressful situations.
• The employee may be required to exert light physical effort, including frequent lifting of up to ten pounds and occasional lifting of up to 25 pounds.

STANDARD PERFORMANCE EXPECTATIONS

• Thoroughness, planning and organization, neatness and accuracy.
• Learning and knowing all phases of the job; recognizing and solving routine problems; knowing the office policies, systems and services.
• Compared to other employees, maintaining a competent volume of work in addition to regular tasks, and also a competent speed of work.
• Being able to perform new duties, adjust to new situations, and control of self under pressure.
• Being resourceful; volunteering suggestions for improvement of work; being self-starting; seeking new tasks; taking responsibility.
• Making decisions; studying and considering all facts; using common sense.
• Cooperating with supervisors and peers; accepting constructive criticism; seeking self-betterment through education and other means.
• Being friendly, helpful and showing self-control.
• Being punctual in attendance.
• Being professional in dress and manner; showing good housekeeping of the general work area.

Performs Other Duties as Assigned
**Tooele County is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, or any other protected class.**

Skills Required