Mayor’s Office Administrator

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Job Description: Mayor’s Office Administrator

Position Summary

The Mayor’s Office Administrator provides high-level administrative support to the Mayor, Chief of Staff, Director of Planning & Economic Development, and Community Engagement Director. This position reports directly to the Chief of Staff, but also works closely with the Mayor, Director of Planning & Economic Development, and Community Engagement Director. The Mayor’s Office Administrator manages schedules, coordinates meetings, prepares documents, supports communications, and helps keep the Mayor’s Office running smoothly. This role is essential in maintaining effective workflow and communication between city leadership, staff, and the public.

Essential Duties and Responsibilities

• Provide executive-level administrative support to the Mayor, Chief of Staff, and Department Directors.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare agendas, meeting minutes, presentations, and reports as needed.
• Assist in managing incoming communications, including phone calls, emails, and mail.
• Track deadlines, follow up on assignments, and help organize priorities for the Mayor’s Office.
• Maintain records, databases, and filing systems in accordance with city policies.
• Coordinate logistics for meetings, events, and public appearances.
• Greet visitors and provide professional customer service on behalf of the Mayor’s Office.
• Process supply orders, vendor requests, and department paperwork as needed.
• Handle confidential and sensitive information with discretion and professionalism.
• Coordinate reimbursements and financial documentation with the Finance Department, ensuring compliance with city procedures.
• Assist the Director of Community Engagement with communications tasks, including preparing content for social media and digital platforms.
• Process purchase orders, billing, and check requests on behalf of the Mayor’s Office and departmental leadership.
• Serve as City Hall receptionist on a backup/rotating basis.
• Occasionally run errands or pick up or deliver documents and materials locally.
• Other duties as assigned.

Qualifications and Experience

• Bachelor’s degree or equivalent combination of work or military experience required. Preferred education and/or experience in Public Administration, Business, Communications, or a related field.
• A minimum of five (5) years of professional experience in executive support, administration, or a closely related role. Experience in government or the private sector will be considered.
• Excellent organizational and time-management skills with strong attention to detail.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and related office software.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Demonstrated discretion in handling confidential information.
• Valid driver’s license required.

Salary Range

$44,343 annually, commensurate with qualifications and experience, plus benefits.

Work Environment

This position is based at City Hall in a professional office setting. Standard office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Occasional evening or weekend work may be required to support City Council meetings, community events, or special functions. The role involves regular interaction with the public, city staff, and community stakeholders.

DRUG-FREE WORKPLACE

It is the policy of the City of Maumelle to maintain a work environment free from the unlawful manufacture distribution, dispensation, possession, or use of a controlled substance as defined by the Federal Control Substance Act or similar state statutes and free from the use possession, and effect of alcoholic beverages. The City of Maumelle recognizes that drugs and alcohol impair employee judgment, which may result in increased safety risks hazards to the public, employee injuries, faulty decision-making, and reduced productivity. Therefore, the City of Maumelle expects all employees to be in a state of mind and physical condition fit to complete their assigned duties safely and competently during work hours.

The City of Maumelle complies with the Drug-Free Workplace Act of 1988 (City Ordinance 118)

NOTICE OF NON-DISCRIMINATION

The City of Maumelle is an Equal Opportunity Employer

The City of Maumelle (the "City") is committed to assuring full compliance with,
and is prohibited by law from violating , all civil rights provisions of federal statutes and related authorities that prohibit discrimination in programs and activities receiving federal financial assistance. Therefore, the City of Maumelle does not discriminate on the basis of race, color, creed, religion, sex, national origin, age, disability, marital status, sexual orientation, gender identity, genetic information, political opinions or affiliation, or any protected class, in the admission, access to and treatment in the City's programs and activities, as well as the City's hiring or employment practices, in accordance with applicable federal, state and local laws.

Complaints of alleged violation and inquiries regarding the City's non-discrimination policies may be directed to:

Director of Human Resources (EEO/DBE/ Title VI Coordinator), 550 Edgewood Drive, Maumelle, AR 72113, (501) 851-2500 ext. 233 MaumelleHR@Maumelle.org

Job Type: Full-time

Pay: $18.00 - $21.30 per hour

Expected hours: 40 – 45 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $44,343