What are the responsibilities and job description for the Administrative Services Manager position at City of Hopewell?
Provides a wide variety of technical, administrative, and support services to City Manager to ensure smooth daily operations.
- Serves as a liaison between executive staff and other departments; interfaces with citizens, members of City Council as well as community and political leaders.
- Provides customer service functions by providing assistance and information to outside public; acts as receptionist to City Manager’s Office; and initiates problem-solving as necessary.
- Implement and oversee City-wide Citizen Request Management System.
- Oversee website functionality for the City to include design enhancements and updates.
- Tracks complaints and inquiries from citizens and members of City Council and works directly with department directors and key staff to ensure resolution.
- Arranges essential correspondence and requests for action in priority order and coordinates delegated tasks by senior management to ensure progress to meet deadlines.
- Attends management meetings, and takes, transcribes, and distributes minutes.
- Maintains City Manager’s calendar and ascertains events which require presence of City Manager and arranges meeting facilities.
- Serves as Coordinator of the City’s Administrative Support Personnel and conducts meetings, training workshops, and special projects for Administrative Support Personnel.
- Coordinates and conducts employee training related to customer service to include new hire orientation as well as ongoing City-wide training for all City departments.
- Conducts research and prepares special reports for City Council and governmental agencies as determined by the City Manager.
- Maintains Administrative Policies and Procedures Manual and periodically updates and distributes revisions.
- Performs accounting-related tasks such as check requests, invoice processing, and assistance in departmental budgets preparation.
- Provides overall general office support to include composing correspondence on behalf of senior executives, screening telephone calls, assisting visitors, making travel arrangements, scheduling appointments/events, filing, copying, faxing, ordering supplies, preparing personnel/payroll data and travel expense reports, and related activities.
- Assists the Director of Communications and Government Relations with special projects as determined by the City Manager.
- Assists the Director of Economic Development as determined by the City Manager.
- Assists the Director of Assistant City Manager as determined by the City Manager.
- All other duties as assigned.
Minimum Education and Experience:
- Associate’s degree in office management or related field and/or at least 5 years related experience in executive support role or equivalent combination of education and experience.
Licenses and/or Certifications:
- Notary Public
- Customer Service
Knowledge:
- General knowledge of office management principles, practices and equipment
Skills:
- Attention to details
- Strong customer service skills
- Strong word processing, proofreading, and spreadsheet skills
- Strong organization and time-management skills
Abilities:
- Ability to handle all levels of the general public and to deal with city officials
- Ability to ensure confidentiality
- Ability to exercise judgment and decisiveness
Work Environment:
- Work is primarily performed in an indoor, climate-controlled, pleasant environment.
Essential Physical Activities:
- Stooping, walking, lifting, grasping, hearing, seeing up close, kneeling, reaching, talking, standing, finger movement, repetitive motions.
- Typical weight handled: up to 25lbs. Position may occasionally require handling over 25lbs.
Salary : $55,123 - $73,038