Job Details

City of Portland - Management Assistant I

Position Number: 6893473
Location: Portland, ME
Position Type: Executive Assistants

City of Portland - Management Assistant I

Executive Department

About the City of Portland:

The City of Portland is Maine's largest and busiest City with 60,000+ residents, 2,000+ employees, and a wide variety of departments and programs dedicated to serving its citizens and the greater Portland area. The City is guided by an eight-member City Council and a full-time, elected Mayor. The day-to-day operations of the City are managed by the City Manager, her two Assistant City Managers, and all of their direct reports.

Job Summary:

This position sits within the Executive Department and reports directly to the City Manager. The Management Assistant helps manage the day-to-day administrative functions of the Executive Department, including constituent contact. This position also assists the Mayor and Council with basic administrative tasks including scheduling, calendar management, communication assistance, etc.; however, this position is not involved in supporting elected officials with policy making or research.

Duties & Responsibilities:

Manages the Executive Department's finances, including budget, accounts payable, payroll, purchasing card reconciliation, etc.
Acts as a liaison to the Human Resources Department
Receives and responds to constituent inquiries by phone, email, and in person
Assists the Special Assistant to the City Manager with various administrative tasks as needed
Helps manage the Mayor's calendar and scheduling
Supports the Mayor and Council with administrative tasks

Required Skills & Experience:

Graduation from a four-year college or university with a major in business, public administration, communications, or other related area; or any equivalent combination of training and experience.
Excellent written and verbal communication skills, including the ability to present complex information in a clear and concise manner.
Excellent customer service skills and interpersonal skills.
Excellent technology skills, including experience with database management.
Considerable knowledge of the principles and practices of financial management, accounting, and payroll administration, with a strong preference for experience in public accounting. Experience managing budgets with significant independence.
Considerable knowledge of research and analysis methods and techniques.
Experience analyzing a variety of administrative problems; making recommendations for their solution; and putting such recommendations into effect.
Ability to establish and maintain effective working relationships with department heads, departmental personnel, union representatives, other City staff, and the general public.

Preferred Skills & Experience:

Strong preference for knowledge of public administration with particular reference to local government.

Applications accepted until filled.

Offers of employment are contingent upon the completion of a satisfactory criminal background check.

Salary & Benefits:

This is a non-union position - Grade C41 - Starting annual salary range is $69,348 - $78,052, based on experience.

The City of Portland prides itself on its outstanding benefits and collegial and mission-driven work environment.
City benefits include:

Free employee health insurance with the completion of wellness incentives
Thirteen paid holidays
Sick, vacation, and personal leave
Life, dental, vision and income protection insurances
Choice of retirement plans, including a pension plan
Use of City recreation facilities
Fitness Reimbursement
Discount on professional development programs through USM and Thomas College

If you have any questions or need assistance with the application, please email Human Resources at jobs@portlandmaine.gov or call 207-874-8624.

The City of Portland believes that to do our best work, our employees need to reflect the diverse, vibrant community we serve. We are an equal opportunity employer and are committed to celebrating all dimensions of diversity in the workplace. Applicants are considered without regard to race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, age, veteran status, disability, or any other applicable legally protected characteristics. If you need to request a reasonable accommodation, please call 207-874-8624 or email hrinfo@portlandmaine.gov.

To apply, visit https://selfservice.portlandmaine.gov/ess/EmploymentOpportunities/JobDetail.aspx?req=378&sreq=12&form=1000&desc=MANAGEMENT%20ASSISTANT%20I