Job Description
City of Melissa
Job Posting
01/07/2024
Open Until Filled Executive Office Manager
Salary: $67,024
(Applications should be accompanied by a Cover Letter and Resume; and answers to 'Experience Questions' should not be left blank.) General Definition: Under general supervision, this position performs a wide variety of highly responsible, confidential, and complex administrative duties supporting the City Manager and the City Manager's Office. This position requires a high level of technical job knowledge and skills required to provide support to the City Manager's Office. This position will be responsible for assisting with document and records management program implementation first for the City Manager's Office then the organization as a whole, while also providing administrative support to city management, city council, and assisting the general public.
Examples of Essential Job Functions: - Manages and oversees the planning, coordinating, and maintenance of the selected system to process approval workflows and ensure document retention.
- Determine and help create departmental and process workflows for efficient document management, establish policy monitoring tools and procedures.
- Perform administrative functions associated with managing users and access permissions for the selected records management system.
- Responsible for general office and clerical duties such as copying and faxing documents, distributing and sorting mail, typing memos, letters and departmental correspondence, updating logs, data entry, and maintaining files and records.
- Assist City Secretary with set up in preparation for city council meetings to include maintaining supply of drinks and snacks for the meetings. Ordering and delivering food for meetings when necessary.
- Maintains accurate records of city documents, including archiving and destruction; organization and maintenance of records storage room.
- Scan documents pertaining to the responsibilities of the City Secretary's office and City Manager's Office for records retention.
- Coordinate event logistics for internal and external events. This may include the securing of venues, manage invite lists, design programs, ordering of food and/or gifts, and event programming.
- Completes special projects and other duties as assigned. This may include issuing work orders, scheduling appointments, monitoring office supplies, processing purchase orders, entering payroll, and assisting with travel arrangements.
- Assists with special departmental events and activities or other duties as required.
Education and Experience: - Associate degree or equivalent in public or business administration;
- Five to Seven (5 to 7) years of higher-level office experience; Municipality experience preferred.
OR
- A combination of training, education, and experience that provides the required knowledge, skills, and abilities.
Knowledge, Skills, and Abilities: - Ability to successfully complete a pre-employment background check and drug screening.
- Highly organized and able to multitask.
- Awareness of ethical guidelines for handling sensitive information.
- Maintain discretion and uphold strict confidentiality in all work processes.
- Exercise sound judgment in handling sensitive information and decision-making.
- Ability to manage projects and carry them to completion.
- Ability to organize, prioritize, and carry out office work with minimal supervision.
- General computer operations, specifically familiarity of Microsoft Office software.
- Office machines, such as scanner, computer, copier and fax machine; and of office practices and procedures.
- Able to maintain a pleasant and courteous demeanor working in a fast-paced environment.
- Maintain a professional appearance and attire.
Licenses and Certification - Valid driver's license with good driving record and ability to maintain while employed.
- Notary Public Certification preferred.
City of Melissa
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