ADMINISTRATIVE OFFICER (OFFICE OF MAYOR)

21545

(Competitive)


DISTINGUISHING FEATURES OF THE CLASS


The work involves responsibility for providing staff services by coordinating policy and procedures and to ensure uniformity related to budget and fiscal processes, purchasing, work processing, personnel and office management within the Mayor’s Office. Work is carried out in accordance with policies and directives set by the Mayor. Supervision may be exercised over subordinate employees. Does related work as required.


TYPICAL WORK ACTIVITIES


Supervise and manages Front Office staff including daily operations.

Ensures effective scheduling, relationship management, event coordination, office administration and fiscal management.

Ensures proper Mayor’s Office communication and the maintenance of a contact information database.

Ensures that the Mayor’s Office is properly staffed and has coverage at all times.

Develops process improvements to ensure the Mayor’s Office is operating effectively, efficiently, and equitably.

Supports coordination amongst the Mayor and Senior Staff through scheduling, meeting management, and active communication.

Supports Senior Staff as required.

Manages the City’s legislative process for executive agencies including tracking legislation submissions and working with the City Clerk on submissions.

Represents the Mayor’s Office as assigned.

Manages special projects as assigned.

Works with Mayor, senior staff, and officers regarding goals and objective settings and evaluating overall departmental performance.

Manages all physical aspects of the department such as space allocation, phones, transportation, mail, security, equipment, and other related items.

May supervise a small number of professional and paraprofessional staff.


FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS


Thorough knowledge of the principles and practices of management and administration.

Good knowledge of public finance principles and practices.

Good knowledge of principles and practices of public administration.

Ability to read and write at a professional level.

Ability to analyze data and draw conclusions.

Ability to organize and present ideas and recommendations clearly both orally and in writing.

Ability to supervise in a manner conducive to full performance.

Ability to establish working relationships with staff, other departments, and outside agencies.


MINIMUM QUALIFICATIONS

  1. Graduation with a Bachelor’s Degree from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees and two (2) years of professional level work experience, or its part time equivalent, performing public administration, administrative analysis, office management, or a closely related field; or,

  2. Six (6) years of full time paraprofessional or professional level work experience, or its part time equivalent, two (2) years of which must have been in a professional level capacity as described above; or

C) An equivalent combination of training and experience as defined by the limits of (A) and (B).


10/2019 Date of Original Composition