OFFICE MANAGER- MAYOR’S OFFICE

Prepares and manages the Mayor’s Office Budget and Community Affairs Office Budget as well as the dignitary gift account, Office of Diversity and Human Rights, Gang Outreach Services, Drug Coalition Program. Administers and manages other miscellaneous accounts under the direction of the Mayor’s office. Prepares and processes voucher requests and requisitions; approves invoices for payment approves contract payments. Makes travel arrangements for staff and reconciles expenses. Prepares expenditure and revenue reports. Maintains all financial transaction records. Administers and disburses petty cash.

Prepares and forwards monthly budget projections to the accounting department for report to the Cabinet Council. Coordinates procurement of office supplies, equipment and furniture for the Mayor’s office and Community Affairs office, as well as gifts for visiting dignitaries. Places orders through purchasing division using IFAS computer system.

Serves as the Mayor’s and Community Affairs offices computer systems administrator. Works with Information Management Services (IMS) in advising and identifying needs of the Mayor’s Executive Staff as well as for Community Affairs Staff. Arranges service calls. Recommends formats to fill new or existing data requirements. Attends meetings to keep up-to-date with new technology. Assists all staff with software questions and arranges employee training.

Composes and types letters, memoranda, reports and forms with or without review. Provides back-up telephone support for Executive Office Assistant during breaks and lunch hour. During this time, furnishes information and referral to City employees, the general public, community leaders, public officials and news media. As needed, makes arrangements with temporary agency for phone coverage during absence of Executive Office Assistant. Keeps Cannon Room meetings schedule; reports this information weekly to Support Services.

Manages fixed asset inventory for both Mayor’s office and Community Affairs. Makes adjustments to computerized system, indicating additions and transfers as well as lost or stolen property. Conducts annual inventory of all fixed assets assigned to the Mayor’s Office and Community Affairs. Reports findings to Property Control Manager, including monthly reconciliation reports. Responsible for maintenance of all office equipment and machinery. Attends maintenance meetings and negotiates annual maintenance contracts.

Serves as designated timekeeper for Mayor’s and Community Affairs Offices. Maintains accurate records of hours worked by each employee; secures timesheets, calculates compensation time, prepares related payroll reports and distributes payroll checks to employees. Prepares various Human Resource Management (HRM) forms for new hires and terminations.

Serves as Mayor’s office employee benefits administrator, providing up-to-date information to staff concerning all city benefits. Answers employees’ questions, distributes and assures proper completion of enrollment, change and reimbursement forms. Coordinates with HRM to ensure compliance with city policy and procedures. Completes Workers Compensation Employer’s First Report of Injury or Illness for department’s industrial injury reports. Prepares corresponding payroll. Submits reports to accounting.

Coordinates all GRAMA requests for Mayor’s office. Works closely with City Attorney’s office in submitting documentation for GRAMA.

Coordinates all city solicitation requests for donations and/or in kind donations for city events.

Serves as back up during the absence of the Mayors Executive Secretary. During this time, maintains and arranges the mayor’s schedule, types correspondence, and performs any other tasks as assigned by the mayor.

Performs other related duties as assigned.

Graduation from high school or equivalent, and six years’ work experience in an office performing administrative or office management duties. Successful completion of post-high school education in business and/or financial administration may be substituted for experience on a year-for-year basis.

Knowledge of office equipment including computers. Proficient with Microsoft Windows, Word and Excel (or other spreadsheet software).

Knowledge of city policies and procedures as they relate to Mayors’ and Community Affairs offices. Ability to relate well with co-workers, supervisor, public officials, community leaders, news media, other employees and the general public.

Ability to communicate effectively both orally and in writing.