Address
Form of workThe City of Madison is looking to hire an Office Manager with a demonstrated commitment to diversity, inclusion, equity, social justice and access to care as it pertains to office culture, trainings and customer service to work in the Office of the Independent Monitor (OIM). The OIM provides civilians with an independent means of investigating and monitoring the Madison Police Department (MPD) in order to ensure that MPD is accountable and responsive to the needs and concerns of all segments of the Madison community. Given the nature of police records, the position will require the use of foresight, confidentiality, and good professional judgement in ambiguous, complex, or politically sensitive environments.
The position serves as the assistant to the Independent Police Monitor (IM) and functions as an office manager for OIM. The work is characterized by responsibility for a wide variety of administrative services, including the processing of payroll. The position holds a significant level of administrative and coordinating responsibility with a primary focus of implementing and coordinating programmatic needs of the OIM, which requires a thorough understanding of confidentiality, judgment, discretion, and initiative in the coordination, organization, and implementation of OIM procedures and policies. The work includes providing administrative services for other OIM staff and contractors, and performing program-related functions for the agency. The position serves as the first point of contact for the public, media, and other governmental offices. The position is also responsible for Police Civilian Oversight Board (PCOB) member onboarding and purchasing. In general, this position is intended to provide consistent, highly responsible support to the OIM and on intradepartmental projects. This work is performed with a high degree of independence and responsibility. Under the general supervision of the Independent Monitor, work is normally assigned in terms of program objectives and directives; and the position is responsible for learning and applying the necessary administrative procedures, methods, and controls to advance objectives in a timely manner.
The City of Madison is an equal opportunity employer functioning under an affirmative action plan. We value diversity, equity, inclusion, and belonging. Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply!- Manage meeting coordination within Legistar.
- Assist in scheduling and supporting logistics for events, conferences, and meetings.
- Prepare and distribute meeting materials.
- Prepare official meeting minutes.
- Assist in preparation of reports and presentations.
- Organize communications and files.
- Coordinate special projects.
- Provide wayfinding and support for guests of the PCOB and members of the public who come to the OIM.
- Manage the PCOB and OIM mailboxes and other public communications.
- Responsible for the OIM and PCOB web page administration.
- Oversee the bi-weekly payroll process within MUNIS.
- Participate in the development of OIM annual work plans.
- Serve as an expert resource to new Board members and OIM staff on finance, procurement, payroll, legislative, and human resource policies and procedures.
- Oversee the preparation of office operating procedures manuals.
- Implement and monitor office procedures and systems.
- Manage documents relating to the work of the OIM and PCOB.
- Assist with data entry, close cases quarterly, and perform year-end tasks.
- Collect and distribute mail, type reports, memos, letters, and other related materials.
- Assist with trainings as needed by submitting required forms, creating and distributing handouts, sending reminders to registrants, moderating virtual presentations, and summarizing evaluation surveys.
- Maintain log of critical incident response which may involve reading traumatic descriptions of tragic events.
- Develop and distribute promotional materials for OIM/PCOB sponsored events. Set up events and ensure materials are prepared and available to participants.
- Create, maintain, organize, and update electronic documents and follow relevant records retention schedule.
- Collaborate with the IM in responding to Public Records requests.
- Research, prepare and assemble training/support materials for police oversight, including assisting with electronic newsletters.
- Check and proofread records/materials for errors.
- Manage general email inquiries.
- Maintain database of resources that is easily accessible to all OIM/PCOB staff.
- Collaborate with OIM Data Analyst as needed
Four (4) years of responsible administrative support experience that includes significant secretarial and administrative responsibilities.
One (1) year of leadership or programmatic experience.
Coursework in administration or business.
A Bachelor's degree from an accredited college or university may be substituted for three (3) years of experience.
If an applicant does not possess the specific requirements outlined above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:
Four (4) years experience in applying the following:
Administrative office practices and procedures.
Two (2) years experience in applying the following:
English composition, correct punctuation, spelling, grammatical usage, and acceptable business letter and report formats.
Business math and basic accounting and budgetary practices.
Computer usage and software applicable to the duties of the position including, but not limited to, MS Outlook, MS Word, MS Excel, MS PowerPoint, Zoom.
The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities and the ability to:
- Maintain a high level of professional contact with the public and other agencies and to effectively communicate procedural information.
- Provide professional, trauma-informed, compassionate and confidential customer service and serve as the first level of contact for members of the public bringing complaints.
- Assess, develop, plan for and facilitate virtual and live meetings and trainings for employees with diverse needs and multicultural considerations.
- Track and process payroll and other financial transactions, interpret program, policy and confidentiality guidelines and make independent decisions related to such.
- Promote and market programmatic activity.
Ability to meet the transportation needs of the position.
Ability to attend PCOB meetings, as well as PCOB Executive Subcommittee meetings, which are both held once a month outside of regular business hours.Physical Requirements:
Work is performed in an office environment and is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time.
* The payroll title is Program Assistant 2.Employment Type: PERMANENT FULL TIME
