What are the responsibilities and job description for the Executive Office Manager position at City of Bloomington, Indiana?
This job description is illustrative only and is not a comprehensive listing of all job functions performed. The following are essential duties for this position, performed with or without reasonable accommodation:
Essential (primary)
Oversees the operations of the Office of the Mayor and its interactions with the public via phone, email, and in-person. Answers telephone and greets office visitors.
Creates and implements processes to maintain a well-functioning, secure, productive and welcoming front desk and office environment. Develops customer service policies and procedures as necessary.
Receives and responds to a variety of inquiries, concerns and complaints from the public and individuals with a business interest in the City. Assists in the resolution of problems and concerns through explanation of City or departmental practices and policies.
Screens incoming calls, mail and e-mails and distributes interoffice correspondence for the Office of the Mayor.
Collects and presents constituent feedback to administration or relevant personnel.
Creates letters for application and appointment processes. Drafts proclamations, email correspondence, and other public-facing materials.
Maintains logs of visitors, gifts, voicemails and emails. Ensures that constituents receive timely responses.
Coordinates the purchasing process for the Office of the Mayor. Performs departmental credit card purchases and reconciles monthly statements.
Responsible in performing the following department financial duties: vets vendors for services, generates financial reports via the City financial system, submits purchase orders for department supplies, and makes payments through department purchase orders.
Assists with financial reporting and budget preparation. Oversees year-end closeout for the department including performing journal entries and budget adjustments as well as year-end encumbrances.
Supervises, schedules, and trains interns. Coordinates hiring process for interns including creating job requisitions, editing job descriptions, screening applicants, communicating with applicants, and documenting process and decision according to Human Resources Policies.
Provides administrative support to the Deputy Mayor and Office of the Mayor staff. Assists with other administrative tasks and projects, as needed.
Maintains inventory of department supplies, and submits purchase orders for department supplies. Submits purchase requisitions to ITS for computer replacements and software.
Non-Essential (secondary)
Performs related and all requested duties as assigned.
Minimum knowledge equivalent to a Bachelor's degree.
Minimum work experience equivalent to two years in office administration, office management, or administrative assistant roles.
Procurement experience such as purchasing, budgeting, and financial reporting, preferred.
Ability to use computer software such as Microsoft Office, Google Workspace, etc.
Ability to use correct English grammar, spelling and punctuation, and to perform arithmetic calculations.
Ability to effectively communicate with City officials, community leaders, agencies, and the general public in a tactful and courteous manner and present a positive image for the City during varied situations and circumstances.
Ability to maintain confidentiality.
Incumbent performs duties in a modern office environment with no unusual physical demands.
Duties require the incumbent to act as the representative of the Mayor and maintain a high level of decorum, often in the face of escalated complaints.
Incumbent maintains frequent contact with department superiors and associates, city staff and leadership, board members, representatives of various public and private agencies, and members of the general public for a variety of purposes. Purposes include giving and receiving information, explanation, and interpretation of department policy.
Salary : $44,326 - $70,921
