Office Manager/Administrator (N13)

Office Administrator

The Office Administrator performs advanced, highly responsible administrative, secretarial, and office management functions to ensure the smooth day-to-day operation of the Office of the City Manager, handles confidential and sensitive information with sound judgment, and serves as a key liaison between the Office of the City Manager, City departments, the Mayor's Office, City Council, City committees, and the public.

Essential Job Functions

(Note: The duties and responsibilities enumerated in this job description are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all the job duties of all positions in the job classification. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily, with or without, reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.)

• Oversees day-to-day administration, and serves as liaison between the Office of the City Manager and City departments, ensuring strong internal customer service, while interacting with the Office of the Mayor, Council, and committees.

• Provides administrative oversight of the day-to-day operations of the Office of the City Manager, including tracking citywide deliverables and deadlines, coordinating and supporting preparation for current and emerging initiatives.

• Compiles detailed data reports and briefing materials under strict deadlines; analyzes complex issues and problems, makes recommendations, helps implement appropriate solutions and ensure issues are escalated promptly.

• Screens incoming inquiries, addresses constituent complaints, and ensures accurate information is disseminated.

• Conducts research to draft correspondence, policies and procedures, reports, presentations, and related documents for review and signature.

• Manages the City Manager's calendar, coordinates travel and prepares meeting agendas for city council briefings and sessions.

• Provides support for document management, records retention, and distribution across the Office; screens and responds to phone calls and constituent inquiries and assembles files.

• Tracks office expenditures, assists in preparing the departmental budget, and processes municipal purchasing documents and invoices.

• Provides payroll and personnel processing support, including review of time entry, maintenance of personnel files, and coordination with Finance and Human Resources on payroll transmission and reporting.

• Maintains official and confidential files, prepares performance reports, and tracks the progress of major office projects.

• Performs other related job duties as assigned.

Qualifications

Knowledge, Skills and Abilities: Knowledge of public administration principles, municipal government operations, and the organizational structure and functions of City departments. Knowledge of budgetary and financial reporting practices sufficient to support budget preparation and monitoring for the Office of the City Manager, including computer skills in Microsoft Office Suite software and financial database systems. Knowledge of methods and procedures, management principles, and research techniques, principles and practices of public administration. Knowledge of the principles of governmental organization, regulations, laws and administration as it relates to the position.

Skill with written, verbal, and interpersonal communications, including with elected officials, senior staff, and the public.

Ability to exercise sound, independent judgment and discretion when handling confidential, sensitive, or high-priority matters.

Ability to organize a highly varied workload, manage competing deadlines across multiple stakeholders, and maintain composure and effectiveness in a fast-paced, high-demand office environment with frequent interruptions and shifting priorities.

Ability to work both independently and as part of a team, take initiative, and anticipate the needs of the City Manager and Office.

Ability to operate small office equipment, including copy machines or multi-line telephone systems.

Ability to operate computers for data entry, word processing and/or accounting purposes.

Minimum Qualifications:

High school diploma or an acceptable equivalency diploma (GED); and five (5) years of progressively responsible administrative or office management experience, preferably supporting senior executives, elected officials, or in a public-sector setting. Education and/or experience may substitute for the minimum qualifications.

Special Qualifications:

None.

Preferred Qualifications:

Associate's degree or bachelor's degree strongly preferred. Prior experience in local government or executive-office support preferred.

Employment Conditions

Physical/Mental Demands: The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required.

Work Environment: Work is performed in a safe and secure work environment.

Equal Employment Opportunity Statement

The City of Annapolis Government does not discriminate or retaliate in employment against any person seeking employment or employed in the civil service because of any consideration of political or religious affiliation or belief, race, color, sex, age, family status, national origin, marital status, disability, veteran status, genetic information, sexual orientation, or gender identity.