JOB POSTING #: 37-24
POSTED: 04/10/2024
EXPIRATION: until filled
TITLE: Office Manager- Mayor’s Office (Position Code #1664)
SALARY: $53,438 – $82,433
DEPARTMENT: MAYOR’S OFFICE
DIVISION: MAYOR’S OFFICE
GENERAL PURPOSE
Performs duties and assists in confidential matters for the Mayor and City Council. Handles routine clerical, secretarial, and administrative work. Performs customer relations functions in giving information to the general public and applying routine knowledge of departmental rules, regulations and procedures.
ESSENTIAL DUTIES AND RESPONSIBILITES
Performs routine and complex clerical and administrative work for the Mayor’s office.
Manages Mayoral appointment board and commissions portal as well as corresponding memos.
Develops and maintains office forms and procedures and assists with administrative tasks involving personnel, budgeting, and facilities.
Prepares agendas and supporting materials. Prepares and distributes minutes and reports.
May publish meeting notices, media releases, calendars, city information or provide backup to newsletter creation.
Assists in scheduling of appointments for the Mayor and City Council. Coordinates and schedules the Mayor and City Council for special events and Citizens appointments. Registers the Mayor and City Council for conferences and seminars. Makes travel arrangements and itineraries.
Answers the telephone.
Receives the public and answers questions. Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
Operates various office equipment as required.
Receives, stamps, and distributes incoming mail processes outgoing mail.
Ability to understand and follow complex oral and written directions.
Ability to maintain complex clerical records and prepare reports from such laws, ordinance, regulations and established policies.
PERIPHERAL DUTIES
Composes, types and edits correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
Liquor Licenses (Liquor licenses are issued out of the Mayor’s Office as Liquor Commissioner)
Assists Deputy Liquor Commissioners as needed.
Joliet Slammers (City of Joliet Suite)
Maintains and distributes the suite tickets during the season
A. Mayor/ Council
B. Employees
C. Retirees
D. Not for profit organizations
DESIRED MINIUMUM QUALIFICATIONS
Education and Experience
A. Graduation from a high school or GED equivalent with specialized course work in general office practice such as typing, filing, accounting and bookkeeping, and
B. Two (2) years of increasingly responsible related experience, or any equivalent combination of related education and experience.
Necessary Knowledge, Skills and Abilities:
Bi-lingual in Spanish desired but not required.
Excellence in oral and written communication.
Strong organizational skills and meticulous attention to detail.
Ability to type accurately from a clear copy or rough draft at the rate of 55 wpm.
Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices. Knowledge of word processing software such as Word.
Skill in operation of listed tools and equipment.
Ability to effectively meet and deal with the public.
Ability to handle stressful situations and creatively problem solve.
Ability to maintain complex clerical records, prepare reports, and make routine decisions in accordance with laws, ordinances, regulations, and established policies.
SPECIAL REQUIREMENTS
Valid Illinois Driver’s license
SELECTION GUIDELINES
Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
A full job description is available in Human Resources upon request.
EQUAL OPPORTUNITY/REASONABLE ACCOMMODATION EMPLOYER
