Job Description

Posting number: 11206-HR

Department: 0102 - Mayor

Division: 010201 - Office Of The Mayor

Job classification: Special Asst To The Mayor

Posting type: Open

Categories: Executive Management

Summary

Executive Office Manager

The Executive Office Manager oversees the administrative and operational functions of the Office of the Mayor, including office operations, budget and financial administration, payroll and human resources coordination, purchasing, and administrative services. The position ensures that office processes are organized, accurate, timely, and compliant with applicable City policies and procedures.

Working closely with the Director of Executive Operations and Scheduling and coordinating with the City’s Finance and Human Resources departments, the Executive Office Manager independently manages established administrative processes, maintains accurate records, coordinates internal and external service providers, and resolves routine operational issues. The position requires sound judgment, strong organizational skills, attention to detail, and the ability to handle sensitive and confidential information in a fast-paced executive environment.

The Office of the Mayor is a department comprised of approximately 27 full-time employees and approximately $4 million operating budget. The Mayor’s staff provides supervision and management assistance to the City-funded neighborhood projects and the City service operations. The Mayor’s Office also informs the Mayor on the operational status of various service programs and provides feedback on inquires of members of Council and other government agencies, citizens and the business community on programs that directly affect them. Key Programs include government and international affairs; Office of Communications; Special Projects and Strategic Priorities

Supplemental information

Essential Job Functions

• Oversees day-to-day administrative operations of the Office of the Mayor, including office readiness, meeting room management, security and hospitality coordination, supplies, equipment, and vendor relationships. Identifies and resolves routine operational issues and ensures the office has the resources and support needed to function effectively.
• Coordinates administrative constituent services for the Mayor and the Mayor’s Office, including the preparation, tracking, and delivery of proclamations, commendations, and condolence communications. Manages the administrative and financial processes of the Office of the Mayor in coordination with the City’s Finance department, including budget preparation and tracking, purchasing and requisitions, invoice processing, expense monitoring, vendor and contract administration, and maintenance of accurate financial records. Supports the development of the annual operating budget of approximately $4 million and monitors expenditures to support sound budget management and compliance with City procedures.
• Serves as custodian of designated office funds and purchasing instruments, including petty cash, gift cards, and credit cards; maintains supporting documentation and reconciliations; and follows applicable City financial controls and reporting requirements.
• Coordinates and administers designated payroll and human resources processes in collaboration with the City’s Human Resources department, including payroll processing, annual cost-of-living adjustments, longevity payments, HR system maintenance, onboarding and offboarding, and completion of required administrative tasks. Participates in HR lead meetings and ensures applicable deadlines, documentation requirements, and procedures are followed.
• Orders and processes materials from City Print Shop including cards, letterhead, and business cards.
• Schedule meetings and events on behalf of the Mayor in the absence of the Mayor’s Director of Executive Operations and Scheduling.
• Coordinates the Mayor’s Office participation in designated Citywide initiatives and employee engagement activities, including the United Way and Harvest for Hunger campaigns, Citywide parades and walks, and staff gatherings.
• Other duties as assigned by the Mayor, Chief of Staff, or Deputy Chief of Staff.

Required Skills/Abilities

• Demonstrated experience handling confidential information and exercising sound judgment.
• Experience maintaining accurate financial, payroll, or personnel records and following established procedures and internal controls.
• Ability to work independently, anticipate administrative needs, and follow through on tasks involving multiple departments and stakeholders.
• Excellent verbal and written communication skills.
• Excellent prioritization skill, organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient in English grammar, punctuation and spelling.
• Extremely proficient with Microsoft Office Suite including SharePoint with the ability to learn new or updated software.

Education and Experience

• High school diploma required; bachelor’s degree in business administration or related field preferred.
• At least five (5) years of related experience supporting high-level executives or public officials in an administrative role required.

Physical Requirements

• Prolonged periods sitting at a desk and working at a computer.
• Must be able to lift up to 15 pounds occasionally.

Expected Hours of Work

• Monday through Friday 9:00 a.m. to 5:00 p.m.
• Occasional evening and weekend work may be required.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

https://www.clevelandohio.gov/city-hall/departments/human-resources/total-rewards

The City's guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.