Administrative Officer

POSITION SUMMARY

The position reports to the Mayor and provides high-level administrative support to the Mayor on all aspects of the City's operations, including coordinating with City officials, and private and public sector representatives on City programs, addressing questions, concerns, and requests from the public, and acting as the liaison among the Mayor's Office, City departments, City Council and state and federal officials.

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

PRIMARY DUTIES

• Performs administrative management including the development of policies and procedures, strategic initiatives, major project oversight, and guidance on human resource matters.
• Assists the Mayor to plan, direct, supervise, and/or coordinate the activities of City departments, commissions, boards, and offices.
• Answers questions and furnishes information to the public, local officials, and City employees concerning City policies, rules, policies, and regulations; receives complaints and responds to complaints appropriately including taking initiative to see that problems in certain situations are resolved; makes appropriate referrals as necessary; assists City officials, boards, commissions, and agencies as required.
• Work with City boards and commissions in an advisory capacity; develop and provide reports on various City projects. Function as Intermediary between department heads and Mayor.
• Coordinates the preparation of the City’s operating and capital budget including the coordination with all City departments and the City Council.
• Serves as Records Access Officer.
• Serves as the Mayor’s designee and represents the City at Board and Committee meetings and with various state and federal agencies as requested.
• Provides administrative and operational support to all City departments. Identifies useful and cost-effective initiatives and projects in conjunction with department heads. Monitors and/or manages special projects as assigned by the Mayor.
• Monitors City budget performance throughout the fiscal year and provides guidance and advice relative to the affordability of City services, and needs for capital improvements and engages in long-term planning.
• Acts as Procurement Officer for the City.
• Reviews major purchases, contracts, and RFPs with department heads and the Mayor. Writes grants and oversees compliance and reporting to the grant requirements.
• Troubleshoots daily problems and issues as they arise internally and externally to ensure timely and satisfactory resolution of problems. Utilizes judgment to brief Mayor on issues where solutions are not readily apparent. Analyzes unsolicited proposals or opportunities and briefs the Mayor on their suitability for the City.
• Represents the Mayor's goals and priorities both internally with co-workers and externally with the public, local boards and commissions, and various state and federal agencies.
• Performs other related duties as required.

EXPERIENCE AND QUALIFICATIONS

Bachelor’s degree in political science, public administration, or a related field and at least three to five years of experience in an administrative position, including at least three years in a municipal setting, that involves a variety of management, fiscal, personnel, and public relations responsibilities, or any equivalent combination of education and experience, required. Master’s degree preferred.

Flexibility with scheduling; be available for occasional early morning or evening hours beyond the standard 8:00 am to 4:30 pm workday.

PHYSICAL REQUIREMENTS AND ENVIRONMENTAL CONDITIONS

The position requires a moderate amount of standing, sitting, and climbing stairs whenever necessary. Activities also include moderate physical exertion in body movement such as reaching, bending, twisting, grasping, pushing, and pulling of objects. There is a frequent requirement for fine manipulation associated with the required use of a computer, typewriter, keyboard, calculator, and other business technology.

APPLICATION PROCESS

Review of applications will begin immediately and should be received by 4:30 PM on June 16, 2023.This position will remain open until filled.

Please include a cover letter, resume, and three professional references. Applications should be marked confidential and sent to:

Diane Stevens, Office of the Mayor
North Adams City Hall
10 Main Street, North Adams, MA 01247
or by email to:  dstevens@northadams-ma.gov

Applications will be kept confidential until finalists have been identified.

The City of North Adams, Massachusetts, is an affirmative action, equal opportunity employer.