EXECUTIVE OPERATIONS MANAGER

JOB DESCRIPTION

EXECUTIVE OPERATIONS
MANAGER

CITY MANAGER’S OFFICE

NEWPORT NEWS, VA
Human Resources

Department

GENERAL STATEMENT OF RESPONSIBILITIES

Under limited supervision, this position uses a collaborative and team-based approach to managing
the administrative operations of the City Manager's Office in order to provide highly responsive,
effective and professional support across all business functions. This position will coordinate all City
Manager communications, schedule and calendar activities, as well as the administrative and
management systems, budget monitoring, and related responsibilities. The incumbent will utilize
independent discretion, sound judgement and tact to address a variety of highly sensitive and complex
matters on behalf of the City Manager. Reports to the City Manager.

ESSENTIAL JOB FUNCTIONS

Coordinates administrative operations and workflow for the City Manager. Performs complex
administrative support work to include independently researching and composing a variety of reports,
correspondence, presentations, speeches, guidelines, or related materials. Addresses and resolves
internal operational issues by developing and implementing various office procedures, operating
practices and administrative processes; provides guidance, direction and information to employees
and management on situations that may arise during the course of business.

Serves as the primary contact between the City Manager's Office and a variety of individuals, including
the Mayor, City Council, Department Directors, citizens, representatives from civic organizations, and
the public. Coordinates and disseminates City Manager communications and directives. Serves as
liaison between City Attorney’s office, City Clerk’s Office and City Manager’s office regarding status,
details and issues related to individual items to ensure compliance with deadlines and specifications.

Responsible for the effective supervision of the City Manager’s Office administrative services and
assigned staff, including purchasing and financial transactions, budget management, payroll functions,
performance management, employee relations, prioritizing and assigning work, and related activities.
Responsible for management and retention of administrative records in accordance with the Library of
Virginia records retention schedules.

Responsible for overseeing the preparation and management of the City Manager's schedule and
agenda. Ensures the accuracy of information and performs edits as needed to maintain professional
standards. Coordinates logistics and schedules for various meetings, work sessions, briefings and other
events and programs for the City Manager, which may include representatives from the City and
surrounding jurisdictions, as well as state and local agencies or outside organizations. Attends
meetings and related functions as necessary; may serve as the City Manager’s representative.

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May serve as the management contact for resolving complex citizen inquiries and concerns on behalf
of the City Manager. Receives and reviews all calls, mail and e-mail addressed to the City Manager;
uses judgment and discretion to ensure appropriate response, resolution or referral for action;
prioritizes items for City Manager's attention.

Performs other duties as assigned.

PERFORMANCE STANDARD

Employees at all levels are expected to effectively work together to meet the needs of the community
and the organization through work behaviors demonstrating the City’s Values. Employees are also
expected to lead by example and demonstrate the highest level of ethics.

REQUIRED KNOWLEDGE

• Office Administration and Management — Thorough knowledge of business and management

principles involved in planning, resource allocation, production methods, and coordination of
people and resources. Comprehensive knowledge of administrative office procedures and systems.

• Customer Service — Thorough knowledge of principles and processes for providing customer

service. This includes setting and meeting quality standards for services, and evaluation of
customer satisfaction.

• Government Operations —Knowledge of local government operations and related state, federal

and local agencies and organizations.

• Technology — Knowledge of office electronic equipment, and computer hardware and software

programs.

• Supervision - Knowledge of leadership techniques, principles and procedures to assign work,

schedule, supervise, train, and evaluate the work of assigned staff.

REQUIRED SKILLS

• Critical Thinking – Uses logic and reasoning to understand, analyze, and evaluate complex

situations and research information to identify the strengths and weaknesses of alternative
solutions, conclusions or approaches to the training needs identified. Combines pieces of
information to form general rules or conclusions (includes finding a relationship among seemingly
unrelated events).

• Interpersonal Relationships — Develops and maintains cooperative and professional relationships

with employees and all levels of management to include representatives from other departments
and organizations.

• Judgment and Decision Making — Evaluates the best method of research and then exercises

appropriate judgment in establishing priorities and resolving complex matters. Considers the
relative costs and benefits of potential actions to choose the most appropriate one.

REQUIRED ABILITIES

• Communication – Excellent ability to communicate complex ideas and proposals effectively so

others will understand to include preparation of reports, agendas, and policies. Excellent ability to
listen and understand information and ideas presented verbally and in writing. Ability to handle
all interactions and issues with poise, tact and diplomacy and in a confidential manner.

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• Coordination of Work - Ability to establish and implement effective administrative and

management programs and procedures. Ability to plan and organize daily work routine.
Establishes priorities for the completion of work in accordance with sound time-management
methodology. Implements work activity in accordance with priorities and estimated schedules,
maintains a calendar for meetings, deadlines and events and performs a broad range of supervisory
responsibilities over others.

• Accounting/Budgeting - Ability to perform arithmetic, algebraic, and statistical applications.

Ability to employ economic and accounting principles and practices in the analysis and reporting
of data.

EDUCATION AND EXPERIENCE

Requires any combination of education and experience equivalent to a Bachelor’s Degree in Public
Administration, Business Administration, or a closely related field and a minimum of 5 years directly
related responsible work experience involving administration, management, and research, with a
minimum of 2 years supervisory experience in a professional environment.

ADDITIONAL REQUIREMENTS

An acceptable general background check to include a local and state criminal history check and a valid
driver’s license with an acceptable driving record.

PHYSICAL REQUIREMENTS

• Requires the ability to exert light physical effort in sedentary to light work.

• Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10

pounds).

• Tasks may involve extended periods of time at keyboard or work station.
  

SENSORY REQUIREMENTS

• Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.

• Some tasks require the ability to communicate orally.
  

ENVIRONMENTAL EXPOSURES

Essential functions are regularly performed without exposure to adverse environmental conditions.

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Page 3 of 3 Revised: 02/01/2024