Administrative Assistant to the Mayor

Performs a variety of administrative duties related to duties and responsibilities in the Mayor’s Office. ESSENTIAL JOB FUNCTIONS:

• Primary Office Liaison: Serve as the primary point of contact for visitors and callers to the Mayor’s Office, answering routine inquiries, resolving concerns, and directing individuals to appropriate departments.
• Executive Scheduling: Coordinate scheduling, calendar management, and appointments for the Mayor and City Administration to ensure efficient operations and clear communication.
• Financial Processing: Process and track invoices, purchase orders, and vouchers for the Mayor’s Office, ensuring accurate and timely submission for payment.
• Records Management & Digitization: Maintain physical and electronic document files, correspondence, and office records in accordance with City policies and statutory retention guidelines, supporting ongoing digitization efforts.
• Office Communications: Assist with the preparation, drafting, distribution, and filing of general communications, notices, memoranda, and public announcements.
• Operational Collaboration: Collaborate with administrative staff across other municipal departments to ensure continuous front-office coverage and consistent daily administrative operations.
• Facilitate Mayor-Led Events: Plan, organize, and guide community engagement events and Mayor’s Office public initiatives (e.g., Coffee with Council, PAK United, Mayor’s Prayer Breakfast, and Mile with the Mayor).
• Resident Onboarding & Civic Programs: Maintain and distribute municipal civic engagement initiatives, including welcome and onboarding materials for new community members (e.g., Welcome Home Packets).
• Interdepartmental Event Relief: Assist with non-administrative civic engagement and event logistics to relieve operational staff (such as the Safety-Service Director’s Assistant) of event-related outreach tasks.

NON-ESSENTIAL JOB FUNCTIONS:
Performs related non-essential functions as required.

 Knowledge, Skills and Abilities (KSA’s):
Knowledge:

• Knowledge of City government practices and processes.
• Knowledge and understanding of how the operations of the department impacts related functional groups.
• Knowledge of office management, personnel, financial, and administrative practices.
• Knowledge of principles and practices of effective customer service and customer-oriented telephone etiquette.
• Knowledge of office administrative practices and procedures, including file and document management procedures and practices.

Skilled In:

• Operate a personal computer and word processor. Knowledge of legal calendaring software and legal research software.
• Skilled in organizational, time management, and multi-tasking skills.

Ability to:

• Ability to apply critical thinking skills to effectively define and solve problems, collect data, establish facts, draw valid conclusions using judgment, and analytical skills.
• Ability to work independently and prioritize work.
• Ability to maintain confidentiality of department matters. 
• Ability to develop and maintain an effective working relationship with employees, other agencies and the public.
• Ability to effectively communicate verbally and in writing in order to give and receive information in a prompt and courteous manner.
• Ability to learn and manage department operational systems.
• Ability to offer tactical guidance or recommendations to internal and external customers to resolve issues within established guidelines.
• Provides coordination and support of assignments within a department or groups related to the budget.

I.  JOB REQUIREMENTS
Equipment: Ability to operate a variety of office equipment such as computer and related software, copier, scanner, telephone, calculator, FAX machine, VCR/DVD, video projector and other equipment necessary to perform duties. Ability to safely operate a motor vehicle is required.
 
II. DIFFICULTY OF WORK
Work is completed in a fast-paced environment with multiple interruptions throughout the day. There will be deadlines to meet for a variety of requirements and reporting. While on the job, candidate may come in contact with difficult and sensitive material. Encounters with the public are stressful at times depending upon the reason for the visit or phone call.
 
III. SUPERVISORY RESPONSIBILITY
This position does not supervise other individuals.
 
IV. PERSONAL WORK RELATIONSHIPS
Contact is with co-workers, employees from public and private sector organizations and the public. The purpose of these contacts is to guide and direct, check on progress of work assigned, coordinating services, job development/referrals, make recommendations and handle questions about department, programs, and customer concerns.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT
Physical Requirements:   The physical requirements of the position are identified as sedentary work, which may require the lifting of up to twenty-five (25) pounds.
Physical Activity: The physical activity of the position is manual dexterity, talking, hearing, lifting, pushing, pulling, reaching, and walking.
Visual Activity: The position requires the use of a dual-monitor computer.
Job Location: The minimum work conditions for the position indicate that the individual is not exposed to adverse environmental conditions.
 

• Associates degree in business administration, preferred. Or, a combination of education & years of experience.
• Two (2) years of office administration experience, preferred.
• Minimum of two years of Microsoft Suite experience.
• Must obtain and maintain a current State of Ohio driver’s license.