Administrative Office Manager

CLASSIFICATION FEATURES: The individual in this classification performs a wide variety of management, administrative and clerical duties of a sensitive nature. Duties may frequently involve detailed analysis of complex information and independent judgment. This individual may be required to make public appearances on behalf of the Mayor or Service Director. Work is performed under the general direction of the Mayor or Service Director.

ESSENTIAL JOB FUNCTIONS:

Uses a computer to type correspondence and personally composes routine replies to complaints and comments received.

Manages equipment and vehicle inventory and prepares purchase orders and requisitions.

Schedules usage of City facilities including fire stations, the gazebo, meeting rooms, wall space and display cases.

Manages the Service Department clerical personnel.

Coordinates clerical staff needs for City Hall.

Acts as liaison among Council, Mayor and Finance Department.

Collects accident and incident reports and files reports with insurance carriers.

Prepares proclamations for Mayor's signature.

Prepares bid specifications and legal notices for various departments.

Attends bid openings.

Prepares payroll for Mayor's Office and Public Buildings.

Monitors Mayor's Office budget and Public Buildings’ budget.

Prepares budget worksheets for Service Department and Mayor’s Office.

Assists various City boards, commissions and committees including, but not limited to, Records Retention, Board of Control, Uptown Park Advisory, Utility Rate Review and Bicentennial Committee.

Manages the building telephone system and City cell phones.

Schedules appointment for the Mayor.

Maintains regular and consistent attendance.

Serves as Law Department clerical back up as required and assists Law Director as needed.

Prepares cemetery deeds.

Organizes City’s liability insurance annually and ensures all City vehicles are insured properly.

Organizes and advertises for health care insurance brokers every five years.

Collects parade permits, block party permits and Uptown Park permits.

Able to perform physical demands that include but are not limited to being able to sit continuously at a computer terminal, desk or work station. Able to spend time walking, standing, bending, stooping, crawling, squatting, lifting, kneeling and reaching throughout the work day.

EDUCATION, TRAINING AND EXPERIENCE:

Considerable experience in performing clerical work of a progressively responsible nature.

High school diploma or GED required. Prefer graduation from a college or university with coursework in business administration, business practices, public administration, computer operations or any equivalent combination of experience and training that provides the required knowledge, skills and abilities.

QUALIFICATIONS:

Knowledge of:

· Office management practices and procedures; and

· Scope of authority of City departments and offices as related to the handling and disposition of complaints.

Skilled in:

· Abstract thought processes;

· Business English, spelling and math;

· Staffing clerical workers according to department needs; and

· Managing and coordinating department budgets.

Ability to:

· Make decisions in accordance with laws, ordinances, regulations, and departmental policy;

· Maintain accurate confidential and public records;

· Operate standard office equipment including but not limited to, personal computer, fax and copy machines, telephone and printers;

· Read and write reports, correspondence, instructions and other business documents;

· Understand and follow complex oral and written instructions; and

· Communicate effectively in writing and orally with co-workers, supervisors and the general public;

· Handle citizens questions, concerns and assists in resolution of the same;

· Update City website/ Facebook as needed.

ENVIRONMENTAL ELEMENTS:

This position requires the employee to spend a large portion of the work day at a desk or computer station. The position includes a high incidence of interaction with citizens, government officials and other municipal employees, occasionally under stressful conditions.

WORKING CONDITIONS:

May be required to work outside normal business hours including weekends, evenings and holidays.

EQUIPMENT USED: Computer, copier, cell phone, multi-line telephone

Job Type: Full-time

Pay: $53,047.00 - $67,900.00 per year

Benefits:

• 401(k)
• Employee assistance program
• Flexible spending account
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Relocate:

• Medina, OH 44256: Relocate before starting work (Required)

Work Location: In person