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Job Description
The Senior City Manager's Office Coordinator provides advanced administrative, operational, and project coordination support to the Deputy City Manager and Managing Director. This position serves as a key liaison between the City Manager, Mayor and City Council, executive leadership, department directors, employees, and residents. The senior office coordinator manages executive-level communications, coordinates meetings and special projects, and ensures the efficient daily operation of the City Manager's Office while maintaining the highest level of professionalism and confidentiality. This information is intended to be descriptive of the key responsibilities of the position and is not all inclusive. Duties may amend over time as projects, staff, technology and assignments modify. The following examples do not identify all duties performed by any single incumbent. This position is primarily sedentary, lifting up to 10 pounds occasionally, with sitting most of the time. Walking occurs periodically but for brief periods to get mail, deliver or pick up items and movement from building to building for a variety of reasons on any given day.
Key duties typically include:
Provide comprehensive executive administrative support to the Deputy City Manager and Managing Director, including managing complex calendars; coordinating meetings, conferences, travel, and public engagements; drafting, editing, and preparing professional correspondence and other executive communications. Delivers high-quality customer service to citizens by addressing inquiries, resolving concerns, and serving as a knowledgeable liaison to other departments. Leads logistical planning for departmental events and meetings by coordinating conference room reservations, speaker arrangements, meals, presentation materials, and on-site setup. Maintain confidential records and sensitive information with discretion and professionalism. Maintain organized electronic and physical filing systems in accordance with records retention policies. Process purchase orders, invoices, department payroll, travel reimbursements, and other administrative transactions. All other duties as assigned by a supervisor/manager within the City Manager's Office for any projects, documents, research, materials, coordination and/or collaboration needed. Identifies opportunities for improving office processes and administrative efficiency; recommends and implements solutions in coordination with department leadership. Must be highly proficient in Microsoft Office products - specifically, Outlook, Word, Excel, and PowerPoint. Experience utilizing Lawson, Municode, JustFOIA and Laserfiche preferred but not required. Must demonstrate accuracy and efficiency when preparing business documents, presentations, spreadsheets, and work assignments. Regular and dependable attendance is required. All other duties as assigned. Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities may qualify. A typical way to obtain the knowledge, skills and abilities would be:
Education:
High School/GED required with 6 months of additional education beyond high school, such as college hours, technical or correspondence courses. Additional experience may substitute for the 6 months of additional education.
Experience:
At least five years of administrative support experience. Bilingual (English/Spanish) communication skills are preferred.
