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.

Required Experience Factors:

• Experience supporting senior executives or leadership teams, ideally in a fast paced or public facing environment where priorities shift often and discretion is essential.
• A track record managing high value or high visibility projects, a candidate who can own a timeline and support efforts to see an initiative through on behalf of the office.
• High degree of comfort coordinating across departments, agencies, or outside partners, a candidate who can navigate different priorities and protocols without losing momentum.

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:

Must hold a bachelor's degree and a minimum of three (3) to 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:

Project or program coordination experience

Proficiency with standard office and scheduling systems such as Microsoft Office or Google Workspace, including calendar management across multiple stakeholders.

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.

Benefits

Summary of Benefits for Civil ServiceWork Hours: Minimum 35 hour work week, depending upon department operations.Holidays: 12 paid holidays per calendar year.Personal Leave: 3 personal days per calendar year (cannot be carried over).Sick Leave: 15 days sick leave per calendar year, with unlimited accumulation.Final sick leave balance is eligible for additional service credit towards retirement once eligibility requirements have been met.Annual Leave: Annual leave accumulates per calendar year as noted below (may carry over to the next calendar year 5 days of annual leave per year of service up to a maximum of 30 days).Years of ServiceDays1 through 2 15 days2 through 9 18 days10 through 19 20 daysLongevity Leave: Longevity leave is in addition to the annual leave noted above. It cannot be paid out or carried over and must be used before your next anniversary:Years of ServiceDays20 through 24 1 day25 through 29 2 days30 or more 3 daysHealth Insurance Plans(75% City Paid and 25% Employee Paid, unless otherwise noted):Medical and Prescription Drug (HDHP, EPO, Core, Plus)Dental (Core and Plus)Vision (Core and Plus)Flexible Spending Accounts (Medical and Dependent Care)Health Savings Account (HSA) [HDHP only]Short-Term Disability (100% City paid)Long-Term Disability (100% Employee paid)Core Life and AD&D Insurance for Employee (100% City paid)Optional Life Insurance for Employee, Spouse and Dependents (100% Employee paid)Legal Benefit (100% Employee paid)Employee Assistance Program (EAP) up to 3 confidential visits with a counselor for the employee, spouse, and their dependentsVEBA/RMSA: A Retiree Medical Savings Account (RMSA) is an individual investment account held in Trust to help employees save for Retiree Health Care costs (can be used after retirement or separation of employment with the City).Employee Assistance Program (EAP) up to 3 confidential visits with a counselor for the employee, spouse, and their dependentsRetirement Plans: 457(b) Deferred Compensation Plans with MissionSquare, Nationwide Retirement Solutions or Voya FinancialMaryland State Retirement System (Civil Service):7% employee contributionFull vesting rights after 10 years of service creditFull Service Retirement Rule of 90 (sum of Age and Eligibility Service must equal 90 or Age 65 with 10 Years Eligibility ServiceEmployee Rewards & Recognition programEligible to join the State Employees Credit Union (SECU)Please Note: This document is intended to be a brief summary only. Please refer to the individual plan documents, Collective Bargaining Agreements, and the Rules and Regulations of the Personnel System for additional