City of Medina
132 North Elmwood Avenue, Medina, OH 44256
Date of issue: February 9, 2024
The City of Medina will be accepting employment applications accompanied by resumes for the classification of:
ADMINISTRATIVE OFFICE MANAGER
SALARY: Compensation commensurate with experience having the starting annual salary range set between $53,047-$67,900. Full-time benefits include group hospitalization or opt-out stipend, sick leave, paid holidays and paid vacation.
NATURE OF WORK
Provides highly skilled administrative support to the Mayor of the City of Medina and other city administrators. The Administrative Office Manager must perform a variety of management, administrative and clerical duties which frequently involve detailed analysis of complex information and independent judgment. Duties performed require excellent skills in clerical services, computer use, typing and other general office tasks. The individual in this classification must interact with City officials and employees, the public and employees of other City agencies, often in regard to confidential and sensitive issues. May be required to make public appearances on behalf of the Mayor or Service Director. Work is performed under the general direction of the Mayor or Service Director.
ESSENTIAL JOB FUNCTIONS (but not limited to):
- Uses a computer to type correspondence and personally composes routine replies to complaints and comments received.
- Manages equipment and vehicle inventory and prepares purchase orders and requisitions.
- Schedules usage of City facilities including fire stations, the gazebo, meeting rooms, wall space and display cases.
- Manages the Service Department clerical personnel.
- Coordinates clerical staff needs for City Hall.
- Acts as liaison among Council, Mayor and Finance Department.
- Collects accident and incident reports and files reports with insurance carriers.
- Prepares proclamations for Mayor's signature.
- Prepares bid specifications and legal notices.
- Attends bid openings.
- Prepares payroll for Mayor's Office and Public Buildings.
- Monitors Mayor's office budget and public buildings.
- Assists various City boards, commissions and committees including, but not limited to, Records Retention, Board of Control, Uptown Park Advisory and Utility Rate Review.
- Manages the building telephone system and City cell phones.
- Schedules appointment for the Mayor.
- Maintains regular and consistent attendance.
- Serves as Law Department clerical back up as required and assists Law Director as needed.
- Prepares cemetery deeds.
- Organizes City’s liability insurance annually and ensures all City vehicles are insured properly.
- Collects parade, block party and Uptown Park permits.
EDUCATION, TRAINING AND EXPERIENCE:
- Considerable experience in performing clerical work of a progressively responsible nature.
- High school diploma or GED required. Prefer college coursework in computer operations, word processing and business practices or any equivalent combination of experience and training that provides the required knowledge, skills and abilities.
QUALIFICATIONS:
Knowledge of:
- Office management practices and procedures; and
- Scope of authority of City departments and offices as related to the handling and disposition of complaints.
Skilled in:
- Abstract thought processes;
- Business English, spelling and math;
- Staffing clerical workers according to department needs; and
- Managing and coordinating department budgets.
Ability to:
- Make decisions in accordance with laws, ordinances, regulations, and departmental policy;
- Maintain accurate confidential and public records;
- Operate standard office equipment including but not limited to personal computer, fax/ copy machines, telephone
- Read and write reports, correspondence, instructions and other business documents;
- Understand and follow complex oral and written instructions; and
- Communicate effectively in writing and orally with co-workers, supervisors and the general public.
- Handle citizen questions, concerns and assists in resolution of the same.
- Update City website/Facebook as needed; some of which may occur after normal business hours.