Chief of Staff to the Mayor

GENERAL STATEMENT OF JOB

The purpose of this classification is to perform highly responsible administrative work, including scheduling conducting and providing project oversight for various complex and sensitive assessments of City operations and management research projects at the direction of the City Manager.

Essential Functions

SPECIFIC DUTIES AND RESPONSIBILITIES

• Preparing, updating and reconciling the Mayor’s calendar, schedule, travel and lodging
• Supervising and managing the budget and staff of the Mayor’s Office
• Answer the phone as front-line receptionist for the Mayor ’ s office, record all concerns and route callers to the appropriate departments to find resolution for their concerns and complaints.
• Conduct project oversite, including developing project budget s and status reports
• Exercise considerable initiative, independent judgment, and discretion, especially where clearly defined guidelines are needed to a ssure the Mayor’s action items are properly prioritized , processed, managed, and resolved.
• Use discretion and care in handling confidential and sensitive information, as well as professionalism and tact in interacting with internal and external higher-level staff and management in planning and coordinating work efforts.
• Interpret, communicate, and apply rules, procedures, and policies.
• Prepare information necessary for ministerial duties
• Oversee assigned programs and administrative support functions and specialized programs.
• Perform journey-level budgetary, financial, administrative, and analytical support duties for leadership to oversee assigned administrative processes, procedures, and programs.
• Coordinate operational assessments, which may be coordinated with external consultants and consulting service contracts.
• Conduct and p articipate in special projects — including research and compilation of data regarding new programs and services, budget analysis, preparation, and feasibility analyses — make recommendations regarding staffing, equipment, and facility need s to the Mayor and City leadership .
• Prepare comprehensive technical records and reports to present and interpret data, identify alternatives, and make/justify recommendations.
• Track hours and pay for Mayors Interns; and supervise the activities of all non-media interns.
• Coordinate efforts with City departments and other government agencies.
• Coordinate activities and special events with other City departments, the public, and outside agencies.
• Drives, accompanies and/or represents the Office of the Mayor for high-level meetings and public events .
• Communicate with management consultants, other City employees, Department Directors, the City Council, the Mayor, and other public officials to provide assistance and respond to projects representing the City Manager’s Office.
• Work with management consultants and City staff, conduct , organize, present and discuss research and analyze information and data, financial budgetary, statistical, demographic, and historical data to develop recommendations for current and proposed programs , policies, organizational or financial structures, productivity, equipment, and staffing requirements.
• Coordinate work activities with other City departments, cities, or agencies as required to complete assigned projects.
• Conduct internal and external email communication with council members, vendors, and employees.
• Resolve procedural, operational, and other work-related organizational problems through identifying, coordinating, and implementing appropriate methods of communication, research and analysis, evaluation, and meetings.
• Coordinate work activities, program functions, and other tasks with other City departments, cities, federal, and state agencies,
• Receive , organize and manage storage of various forms, reports, correspondence, logs, lists, schedules, calendars, invoices, statistical data, minute books, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation. 
• Comprehend and make inferences from written material such as policy statements, external and internal communication materials, reports, surveys, and data summaries to make recommendations concerning various issues.
• Conduct and provide project oversight.
• Coordinate writing, framing and presentation of Proclamations, certificates, maps, letters and other official documents.
• Prioritize own work, including research, committee work, and reports.
• Other duties as necessary
  
  

MINIMUM EDUCATION AND TRAINING

• Associate or technical degree in secretarial science , office administration , or similar field .
• Five (5) years of related experience is required .
• Mastery of Google Sheets and/or Microsoft Excel — including Pivot Tables — or comparable database management
• Possess and maintain a valid State of Georgia Notary Public certification.
  
  

Additional Preferred Experience

• Proficiency with QuickBooks and/or Oracle, SAP or comparable Accounting Software
• Experience in administrative support or security for high-profile individuals
• Experience teaching or coaching young people ages 16-25
  
  

Work Hours

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Must be willing to work holidays, nights and up to 3 weekends per month with as little as 24 hours’ notice.

Physical Requirements

This position classifies the physical exertion requirements as light physical effort in sedentary to light work, which may involve lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods at a keyboard or workstation. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.