Administrative Assistant II (N07) presso City of Annapolis (MD), MD

The Mayor’s Office Administrative Assistant facilitates the efficient operation of the Mayor’s Office by performing a wide variety of responsible clerical, secretarial and administrative tasks for the Mayor, City Manager and Mayor’s Office Staff, and acting as a first point of contact for visitors and constituents. 

The person in this role works closely with the Chief of Staff to ensure the efficient coordination of all administrative and procedural functions for the Office, including financial reporting, executive scheduling, and constituent services. 

This is a critical front-facing role that liaises with the executive team, City personnel in all departments, and the public, and frequently deals with high priority or sensitive matters.  

(Note: The duties and responsibilities enumerated in this job description are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all the job duties of all positions in the job classification. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily, with or without, reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.)

Receives and screens all visitors and telephone calls to the office; Assists with constituent enquiries and refers calls to the appropriate staff member or departmental officer; receives and processes routine correspondence and maintains records for accounting and reporting purposes

Works closely with the Chief of Staff to maintain daily schedule of appointments, conferences and meetings on behalf of the Mayor and City Manager, takes initiative to adjust schedule to accommodate high priority requirements and provide alternate solutions; 

Maintains and processes payroll, requisitions, purchase orders, invoicing, reimbursements  and monthly financial reconciliations for the Mayor and City Managers Offices; maintains budget records and works with the Chief of Staff to plan, track and report on program budgets and spending; assists the Chief of Staff with preparation of the annual Mayor’s Office budget. 

Performs a wide variety of clerical duties, including receiving and responding to emails and letters, tracking documents and contracts, recording and distributes minutes or other records for meetings, keeping appropriate records and maintaining files, and other duties as directed or as necessary;

Maintains office supplies and coordinates maintenance of office equipment.

Responds to and resolves administrative inquiries and questions.

Performs other related duties as assigned.

Physical/Mental Demands:

Exercises a high degree of independence while performing a wide variety of support services. 

The work requires some walking and standing in the performance of daily assignments. Lifting of lightweight items and bending is required in stocking of supplies.

Work Environment:

Work is performed in a dynamic environment that requires the need to be sensitive to change and responsive to changing goals, priorities, and needs.