Office Manager

The City offers a competitive comprehensive benefits package, including 2 weeks paid vacation, 3 weeks of sick leave, and 11 paid holidays. Health, dental, and vision insurance (employee and family) are effective the first day of employment. The City offers two contributory Defined Benefit pension plans. Hybrid telework arrangements may be available.

At The City of Frederick, we value diversity and the respect, engagement, and productivity an inclusive environment produces. We seek to consistently improve internal and external customer satisfaction, innovate, and expand capability of services, and be a government that practices equality, equity, and fairness. We invite you to bring your skills, abilities, and knowledge to The City of Frederick and be a valued addition to a workforce that we know is our greatest asset.

Frederick is a progressive, richly diverse, and authentically charming city. Recognized as one of the best places to live in Maryland, Frederick is surrounded by mountain views and centrally located about 45 miles north of Washington D.C. and 45 miles west of Baltimore, MD.

This position provides administrative support to the City Council and staff. It requires strong organizational skills and a creative, positive, team-oriented approach. The individual must be able to plan, prioritize, and complete complex tasks with minimal supervision.

Core responsibilities include maintaining internal records, coordinating departmental workflows, receiving and organizing inventory, and managing the ordering of custodial, office, and other supplies. The role supports routine administrative processes such as preparing purchase orders and routing invoices to appropriate departments.

Additional duties include managing City Council Members’ calendars and scheduling appointments, taking notes at assigned meetings, assisting with processing Public Information Act requests, taking phone messages on behalf of Council Members, and assisting with tracking constituent requests and formal communications directed to the Council.

• Responds to telephone calls, emails, and inquiries, providing assistance to City Council Members and the public regarding City Council matters.
• Prepares forms, correspondence, meeting agendas, and other documents; performs general office duties including maintaining files and records related to personnel, budgets, contracts, and legislative materials.
• Proofreads and formats documents using Microsoft Outlook 365 (Word, Publisher, Teams, Excel, and PowerPoint).
• Assists with constituent services, including answering calls and following up on requests for assistance, as needed.
• Schedules and coordinates meetings for City Council Members and legislative staff.
• Supports routine financial and administrative processes, including managing check requests, reimbursements, and maintaining awareness of the Council Office budget.
• Attends meetings, prepares minutes, and drafts follow-up correspondence as assigned.
• Coordinates registration, travel arrangements, and logistics for City Council Members and legislative staff attending conferences and professional development events.
• Manages and supports department-wide projects as assigned.
• Reviews, codes, and processes administrative and financial documents.
• Assists with account reconciliation and related record-keeping tasks.
• Supports audit preparation, Public Information Act requests, and other records requests as needed.
• Purchases and maintains departmental supplies, including preparing purchase requisitions and retrieving ordered items.
• Submits and tracks repair orders.
• Processes purchasing activities, including reviewing and submitting City purchase orders and invoices.
• Performs additional administrative, clerical, and office support duties as required or assigned.
• Maintains paper and electronic records and performs data-entry tasks as assigned.
• Receives and directs incoming mail.
• Performs other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or…