Postings

Office Coordinator-Mayor's Office

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Type

Employment

Submission Deadline

December 3rd, 2021

More Information

POSITION: Mayor’s Office Coordinator

DEPARTMENT: Mayor’s Office

WORK SCHEDULE:         8:00 a.m. – 5:00 p.m., M-F

JOB CATEGORY: COMOT

SALARY:         $32,206.00-$35,785.00/Annually

STATUS:                          Full-time

FLSA STATUS:                Exempt

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed in this document are representative of the knowledge, skill, and/or ability required.  The City of Richmond provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Responsible for providing highly responsible and confidential executive and secretarial services for the Mayor and related administrative services of the Mayor’s Office.

Duties

Collects, prepares, and supplies information for use in discussions and meetings with the Mayor, Common Council committees, Department Heads, staff members, and citizens.

Composes letters and memoranda; responsible for preparing, typing, and distributing reports and inter-office and press-related memos and documents issued by the Mayor's Office.

Receives phone calls and visitors, responds to complaints from citizens and employees, referrals to the appropriate department, arranges meeting independently on conferences and appointments, maintains a daily correspondence file and appointment calendar, makes travel arrangements for the mayor, and maintains scheduled future events and activities.

Prepares and coordinates all purchase orders and requisitions for supplies and requests for payment for the Mayor's Office.

Assists the Mayor in preparing the Annual Budget, and provides recorded information to all Department Heads and others in need of budgetary matters.

Maintains work, absence, and vacation schedules for the Mayor's Office.

Type proclamations, correspondence, certificates, and board appointments.

Performs general office duties and oversees maintenance of office equipment.

Maintains a consistent and reliable attendance record.

Other duties as assigned.

SKILLS AND KNOWLEDGE

High school diploma or GED equivalent.

Ability to type with speed and accuracy.

Knowledge and ability to operate a computer and basic software, such as word-processing, spreadsheet, and database programs.

Knowledge of Microsoft Office programs, plus the ability to create forms, templates, and office documents as needed, and the ability to pass a skill test in Microsoft Word.

Knowledge of and ability to operate basic office equipment, such as calculator/adding machine, telephone, copy machine, and fax machine.

Ability to communicate effectively, both written and oral, with individuals at all levels of the organization and outside agencies.

Thorough knowledge of department policies and procedures used in the daily operation of the office.

Must be able to exercise a high degree of confidentiality.

Ability to handle multiple tasks and work extreme hours in a demanding environment.

Ability to work with office staff, public officials, administrative managers/supervisors, and the general public using tact, proper judgment, courtesy, and diplomacy.

RESPONSIBILITY

Incumbent requires only administrative direction in performing duties with work reviewed upon completion.  Establishes own standards of performance, limited only by city policies and budgets.  Independent judgment is required in making decisions on policies affecting personnel and in making recommendations. Decision making authority limited to providing input and offering recommendations on matters related to citizen complaints, budget preparation, and communication with department heads, offices, and federal and state officials.  Final authority on decisions related to writing proclamations.  

Errors, such as inappropriate specification recommendations, are difficult to detect and result in moderate cost when recovered.  Public misinformation results in loss of credibility to the department and may have adverse affects on relationships with select groups in the community.  May subject the department to considerable exposure to financial liability.

PERSONAL WORK RELATIONSHIPS

Incumbent requires contact both inside and outside the organization to carry out organization policies and programs.  Must often deal with persons in authority or those of higher rank on matters requiring explanation, persuasion or obtaining approvals.  Some communication involves considerable tact, discretion, and persuasion in order to obtain willing action and/or consent.

PHYSICAL REQUIREMENTS

Incumbent performs sedentary work.  Exerts up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.  Sedentary work involves sitting most of the time.

While performing the duties of the job, the incumbent is constantly (over 70%) required to sit and occasionally (up to 10%) required to stand, walk, talk, hear, write, read, and finger objects.

WORKING CONDITIONS/ENVIRONMENT

Incumbent performs duties under good working conditions, such as a typical office environment.  Subjected to little or no exposure to adverse or distracting conditions. May be required to work some overtime hours.

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