Office Manager

The City offers a competitive comprehensive benefits package, including 2 weeks paid vacation, 3 weeks of sick leave, and 11 paid holidays. Health, dental, and vision insurance (employee and family) are effective the first day of employment. The City offers two contributory Defined Benefit pension plans. Hybrid telework arrangements may be available.

At The City of Frederick, we value diversity and the respect, engagement, and productivity an inclusive environment produces. We seek to consistently improve internal and external customer satisfaction, innovate, and expand capability of services, and be a government that practices equality, equity, and fairness. We invite you to bring your skills, abilities, and knowledge to The City of Frederick and be a valued addition to a workforce that we know is our greatest asset.

Frederick is a progressive, richly diverse, and authentically charming city. Recognized as one of the best places to live in Maryland, Frederick is surrounded by mountain views and centrally located about 45 miles north of Washington D.C. and 45 miles west of Baltimore, MD.

JOB SUMMARY:

This position provides administrative support to the City Council and staff. It requires strong organizational skills and a creative, positive, team-oriented approach. The individual must be able to plan, prioritize, and complete complex tasks with minimal supervision.

Core responsibilities include maintaining internal records, coordinating departmental workflows, receiving and organizing inventory, and managing the ordering of custodial, office, and other supplies. The role supports routine administrative processes such as preparing purchase orders and routing invoices to appropriate departments.

Additional duties include managing City Council Members' calendars and scheduling appointments, taking notes at assigned meetings, assisting with processing Public Information Act requests, taking phone messages on behalf of Council Members, and assisting with tracking constituent requests and formal communications directed to the Council.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Responds to telephone calls, emails, and inquiries, providing assistance to City Council Members and the public regarding City Council matters.
• Prepares forms, correspondence, meeting agendas, and other documents; performs general office duties including maintaining files and records related to personnel, budgets, contracts, and legislative materials.
• Proofreads and formats documents using Microsoft Outlook 365 (Word, Publisher, Teams, Excel, and PowerPoint).
• Assists with constituent services, including answering calls and following up on requests for assistance, as needed.
• Schedules and coordinates meetings for City Council Members and legislative staff.
• Supports routine financial and administrative processes, including managing check requests, reimbursements, and maintaining awareness of the Council Office budget.
• Attends meetings, prepares minutes, and drafts follow-up correspondence as assigned.
• Coordinates registration, travel arrangements, and logistics for City Council Members and legislative staff attending conferences and professional development events.
• Manages and supports department-wide projects as assigned.
• Reviews, codes, and processes administrative and financial documents.
• Assists with account reconciliation and related record-keeping tasks.
• Supports audit preparation, Public Information Act requests, and other records requests as needed.
• Purchases and maintains departmental supplies, including preparing purchase requisitions and retrieving ordered items.
• Submits and tracks repair orders.
• Processes purchasing activities, including reviewing and submitting City purchase orders and invoices.
• Performs additional administrative, clerical, and office support duties as required or assigned.
• Maintains paper and electronic records and performs data-entry tasks as assigned.
• Receives and directs incoming mail.
• Performs other duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED EDUCATION AND/OR EXPERIENCE:

• Associates degree or equivalent with emphasis in Business.
• One (1) year of experience in administrative and/or office management functions.
• A combination of relevant education, experience, and/or training may be substituted to meet the education or experience requirement.
• Preferencemaybegivenforadditionaladministrativeexperienceorrelatededucationorworkexperience.

REQUIRED CERTIFICATES AND/OR LICENSES:

• Vehicle Operator's license with satisfactory driving record that meets insurability standards of the City's insurance carrier is required. The employee must maintain the license for the duration of their employment.

REQUIRED SKILLS (Communication/Language; Mathematical; Computer; etc.):

• Thorough knowledge of Microsoft Office 365 suite of products, including Word, Publisher, Teams, Excel, and/or PowerPoint.
• Strong interpersonal communication skills and an ability to process services to persons of diverse backgrounds.
• Good written and oral communication skills.
• Strong organizational and time management skills.
• Ability to read and interpret documents using the English language.
• Ability to maintain confidentiality of sensitive information.
• Ability to interpret, enforce, and appropriately apply policies and procedures.

OTHER DESIRABLES:

• Multi/bi-lingual (Spanish and/or American Sign Language preferred).
• Experience with Innoprise.
• Bachelor's degree in relevant field or discipline.
  
  

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by the incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is frequently required to remain in a stationary position and/or to move about for long periods of time, and position self to reach items above or below their reach. The employee is occasionally required to lift and/or move up to 20 lbs. Specific vision abilities required by this job include the ability to observe and inspect items directly in front or to either side of self, to assess items at a distance, to distinguish colors, depth perception, and ability to adjust focus.

WORK ENVIRONMENT/CONDITION: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is exposed periodically to outside weather conditions, but most work is performed in a typical office setting.