Administrative Manager (City Attorney)

City of Miami Beach•Miami Beach, FL

13d•Onsite

About The Position

This position provides administrative and clerical support for the day-to-day operations of the City Attorney’s Office under the administrative direction of the City Attorney. The Office Manager is responsible for overseeing office management functions, including budgeting, payroll, personnel management, purchasing, and legal support. The role requires substantial latitude for independent judgment, and a high degree of discretion concerning confidential and sensitive matters.

Requirements

Knowledge of generally accepted accounting principles, and ability to comply with the City’s accounting requirements.
Knowledge of legal office functions.
Knowledge of current office practices, procedures, work processes, filing and e-filing systems, and City agenda management software.
Knowledge of office furnishings and equipment, including computers, photocopiers, and telephones
Proficiency in and familiarity with job-related software including the Microsoft Office Suite, with an emphasis on Excel, Quicken, and other software as needed.
Knowledge of legal terminology and processes; business English, spelling, and arithmetic.
Ability to prepare detailed accounting, financial, and statistical reports; analyze and reconcile accounting and financial records.
Ability to understand and follow complex written and verbal instructions.
Ability to establish and maintain effective working relationships with employees, supervisors, and departmental staff.
Ability to communicate effectively, both verbally and in writing.
Ability to make decisions in accordance with laws, regulations, and departmental policy.
Candidates with an associate or bachelor’s degree in accounting, Business Administration, Public Administration, or a related field from an accredited college or university are encouraged to apply.
Three (3) to Five (5) years of office management experience, preferably in municipal government or law office.
Other combinations of experience and education that meet the minimum requirements may be substituted.
Ability to establish and maintain effective working relationships with elected officials, coworkers, the press the general public and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability, political affiliation, gender identity or sexual orientation.
Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies.
Strong understanding of ethical behavior is required.
Ability to maintain regular and punctual attendance.
Applicants must detail any related work experience on the application or risk disqualification .
It is the applicant's responsibility to update their NEOGOV profile with work experience, education, certifications and personal contact information when submitting each application, failure to do so will result in ineligibility.
City of Miami Beach employees must reflect their current position and detail their work experience on the application to avoid being disqualified.

Nice To Haves

Preferably in municipal government or law office.

Responsibilities

Participates in the preparation and administration of the office’s annual budget; submits recommendations, monitors expenditures, and attends budget meetings.
Reviews and reconciles bank accounts; prepares payroll documents, reports, and maintains leave and department attendance records.
Processes invoice payments, tracks expenditures, and manages employee expense reimbursement; administers department purchasing credit cards and reconciles accounts on a monthly basis.
Maintain retainer agreement files and reconcile outside counsel invoices in accordance with the respective agreements.
Procures office equipment and supplies, oversees purchasing and inventory, manages equipment maintenance, and coordinates requisitions.
Maintains professional dues, licensing fees, memberships, and subscriptions for attorneys and office personnel; processes Florida Bar dues annually and registrations for required continuing legal education courses.
Coordinates and manages travel arrangements for staff, including registration, accommodations, and reimbursements.
Assists with the recruitment of personnel process; coordinates onboarding and separation procedures for employees, including new employee orientation and exit interviews.
Maintains office personnel files.
Organizes and maintains paper and electronic files; including storage of files in accordance with records management and records retention policies; Oversees sorting and distribution of mail.
Provides excellent customer service to visitors and callers, and routes phone calls to office staff or other city departments as needed.
Coordinates meetings and maintains schedules for two conference rooms.
Attends various City meetings, staff meetings and workshops.
Composes letters, memoranda, and reports, including responses to Public Records Requests specific to the City Attorney’s Office.
Works cooperatively with other departments, elected officials and their staff, as well as outside agencies.
Performs other related duties as assigned.
Ability to develop innovative and creative solutions to issues consistent with the City’s strategic plan.
Reports to work as directed during an emergency as an essential employee of the City of Miami Beach.