Summary/Objective
The Executive Office Manager performs advanced administrative, operational, and confidential work in support of the City Manager’s Office and serves as a central administrative coordinator for executive office functions, municipal communications, public meeting processes, and organizational workflow.
The position is responsible for coordinating administrative operations of the City Manager’s Office, supporting City Council and public body processes, facilitating communication with residents and departments, maintaining official records and reporting functions, and assisting with special projects and municipal initiatives. Work requires considerable independent judgment, discretion, professionalism, and knowledge of municipal operations and public administration practices.
The Executive Office Manager regularly interacts with elected officials, department heads, employees, residents, outside agencies, and community organizations and serves as an important point of coordination between the City Manager’s Office and the public.
Essential Functions
1. Manage and coordinate the daily administrative functions of the City Manager’s Office.
2. Serve as the primary public point of contact for the City Manager’s Office, responding to inquiries and coordinating with departments to facilitate service delivery.
3. Coordinate executive office workflow, communications, scheduling priorities, and administrative processes to ensure efficient and responsive operations.
4. Exercise independent judgment within established administrative policies and procedures when reviewing, prioritizing, routing, and responding to correspondence and requests.
5. Coordinate and administer City Council and assigned board or committee meeting processes, including agenda preparation, packet distribution, public notices, meeting logistics, minutes, and records management subject to City Manager review.
6. Assist with public records administration, legal notices, records retention, and compliance with applicable public meeting and public records requirements.
7. Prepare, edit, proofread, and distribute correspondence, reports, memoranda, presentations, policies, financial documents, and other materials on behalf of the City Manager’s Office.
8. Conduct research, compile data, and prepare summaries and recommendations related to municipal operations, administrative initiatives, and special projects.
9. Coordinate annual reporting processes including collection, formatting, review, and publication of the City Annual Report.
10. Assist with procurement-related administrative processes including bids, requests for proposals, public notices, contracts, and surplus equipment auctions.
11. Maintain and coordinate updates to the City website, social media accounts, Front Porch Forum postings, and other public communication platforms.
12. Coordinate committee and board appointment and reappointment processes.
13. Assist with departmental purchasing, procurement coordination, invoice processing, and budget tracking activities.
14. Maintain confidentiality and discretion regarding sensitive personnel matters, labor relations information, legal matters, executive communications, and other protected information.
Necessary Knowledge, Skills and Abilities:
· Knowledge of modern office administration, records management, organizational operations, and administrative best practices.
· Strong organizational and project coordination skills with the ability to manage multiple priorities and deadlines.
· Ability to exercise sound judgment, professionalism, diplomacy, and discretion in handling confidential matters.
· Strong written and verbal communication skills.
· Proficiency with Microsoft Office Suite, database systems, website content management, and office technology systems.
· Ability to work collaboratively with elected officials, department heads, employees, residents, and outside organizations.
· Ability to analyze administrative issues, recommend process improvements, and support operational efficiencies.
· Ability to work independently while exercising initiative and sound decision-making.
· Must possess and maintain a valid Vermont Driver License.
Preferred Qualifications
Associate’s or Bachelor’s degree in business administration, public administration, office management, or related field preferred.
Three to five years of progressively responsible administrative, municipal, office management, or executive support experience.
Municipal government experience preferred.
Competencies
1) Human Relations Skills – Ability to maintain composure and civil demeanor under stressful situations.
2) Team Work Ability to work with the management team (Department Heads), peers and all
city staff in a cooperative and collaborative manner to successfully accomplish individual or
interoffice tasks, goals and objectives and the City’s public service mission.
3) Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
4) Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
5) Time Management – Managing one's own time to effectively accomplish the position tasks.
6) Speaking – Talking to others to convey information effectively.
7) Writing – Communicating professionally and effectively in writing as appropriate for the needs of the audience.
8) Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
9) Active Learning – Understanding the implications of new information for both current and
future problem-solving and decision-making.
10) Coordination – Adjusting actions in relation to others' actions.
11) Service Orientation – Actively looking for ways to help people.
12) Discretion – Ability to maintain confidences.
13) Coordination – Ability to cooperate with staff from multiple departments to complete interdepartmental projects.
Work Authorization/Security Clearance (if applicable)Must be authorized to legally work in the United States
Must possess a valid State Driver’s License in good standing
Must be able to get to and from work on a consistent basis
Supervisory Responsibility
This position may provide functional supervision, training, and coordination of administrative support activities, interns, temporary staff, or assigned personnel, but does not typically exercise formal supervisory authority.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL ACTIVITY REQUIREMENTS
1. Employee is responsible for wearing and maintaining personal protective equipment when needed.
2. This position involves standing and/or walking for brief periods of time.
3. Predominant duties performed from a seated position.
4. Work may include occasional pushing pulling or carrying objects of up to approximately 40 pounds, such as files, documents, furniture and some equipment.
5. There is occasional eyestrain from reading detailed materials and computer screens.
6. This job requires the ability to see, whether naturally or with vision correction tools (glasses, contacts).
7. This job requires the ability to hear, whether naturally or with hearing correction tools (hearing aid) in order to communicate with co-worker/supervisors/customers, and to recognize audible warning devices from trucks and equipment.
8. Must have the ability to be on one’s feet regularly and use hands, arms, and legs repeatedly on the job.
9. Specific vision abilities required by this job include: close vision, color vision, peripheral vision, depth perception and ability to adjust focus.
10. Work frequently occurs in confined areas.
11. The noise level in the work environment is sometimes loud.
Work Environment:
Office setting and will be working out of City Hall.
Position Type/Expected Hours of Work
This position is classified as non-exempt full-time. Standard days and hours of work are Monday through Friday, 7:30a.m. to 4:30p.m., with a half hour lunch break.
TravelNone required for this position.
Additional Eligibility Qualifications
None required for this position.
Work Authorization/Security Clearance (if applicable)
Must be authorized to legally work in the United States.
Must not have any felony convictions for financial crimes.
AAP/EEO Statement
City of Barre provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, City of Barre complies with applicable state and local laws governing nondiscrimination in employment in every location in which the City has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
City of Barre expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of City of Barre’s employees to perform their job duties may result in discipline up to and including discharge.
Other Duties
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.
Pay: $25.00 - $30.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
