Executive Office Manager
Classified Details
- Classified ID
- 2581
- Description
For the full job posting and requirements, please visit our website: Executive Office Manager
Organization: City of Barre, VT
Position Title: Executive Office Manager
Department: Managers Office
Supervisor: City Manager
Compensation: $25.00 - $30.00 Based on experience
Summary/Objective
The Executive Office Manager performs advanced administrative, operational, and confidential work in support of the City Manager’s Office and serves as a central administrative coordinator for executive office functions, municipal communications, public meeting processes, and organizational workflow.
The position is responsible for coordinating administrative operations of the City Manager’s Office, supporting City Council and public body processes, facilitating communication with residents and departments, maintaining official records and reporting functions, and assisting with special projects and municipal initiatives. Work requires considerable independent judgment, discretion, professionalism, and knowledge of municipal operations and public administration practices.
The Executive Office Manager regularly interacts with elected officials, department heads, employees, residents, outside agencies, and community organizations and serves as an important point of coordination between the City Manager’s Office and the public.Essential Functions
Manage and coordinate the daily administrative functions of the City Manager’s Office.
Serve as the primary public point of contact for the City Manager’s Office, responding to inquiries and coordinating with departments to facilitate service delivery.
Coordinate executive office workflow, communications, scheduling priorities, and administrative processes to ensure efficient and responsive operations.
Exercise independent judgment within established administrative policies and procedures when reviewing, prioritizing, routing, and responding to correspondence and requests.
Coordinate and administer City Council and assigned board or committee meeting processes, including agenda preparation, packet distribution, public notices, meeting logistics, minutes, and records management subject to City Manager review.
Assist with public records administration, legal notices, records retention, and compliance with applicable public meeting and public records requirements.
Prepare, edit, proofread, and distribute correspondence, reports, memoranda, presentations, policies, financial documents, and other materials on behalf of the City Manager’s Office.
Conduct research, compile data, and prepare summaries and recommendations related to municipal operations, administrative initiatives, and special projects.
Coordinate annual reporting processes including collection, formatting, review, and publication of the City Annual Report.
Assist with procurement-related administrative processes including bids, requests for proposals, public notices, contracts, and surplus equipment auctions.
Maintain and coordinate updates to the City website, social media accounts, Front Porch Forum postings, and other public communication platforms.
Coordinate committee and board appointment and reappointment processes.
Assist with departmental purchasing, procurement coordination, invoice processing, and budget tracking activities.
Maintain confidentiality and discretion regarding sensitive personnel matters, labor relations information, legal matters, executive communications, and other protected information.
Necessary Knowledge, Skills and Abilities:
Knowledge of modern office administration, records management, organizational operations, and administrative best practices.
Strong organizational and project coordination skills with the ability to manage multiple priorities and deadlines.
Ability to exercise sound judgment, professionalism, diplomacy, and discretion in handling confidential matters.
Strong written and verbal communication skills.
Proficiency with Microsoft Office Suite, database systems, website content management, and office technology systems.
Ability to work collaboratively with elected officials, department heads, employees, residents, and outside organizations.
Ability to analyze administrative issues, recommend process improvements, and support operational efficiencies.
Ability to work independently while exercising initiative and sound decision-making.
Must possess and maintain a valid Vermont Driver License.
Preferred Qualifications
Associate’s or Bachelor’s degree in business administration, public administration, office management, or related field preferred.
Three to five years of progressively responsible administrative, municipal, office management, or executive support experience.
Municipal government experience preferred.
Competencies
1) Human Relations Skills – Ability to maintain composure and civil demeanor under stressful situations.
2) Team Work Ability to work with the management team (Department Heads), peers and all
city staff in a cooperative and collaborative manner to successfully accomplish individual or
interoffice tasks, goals and objectives and the City’s public service mission.
3) Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
4) Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
5) Time Management – Managing one's own time to effectively accomplish the position tasks.
6) Speaking – Talking to others to convey information effectively.
7) Writing – Communicating professionally and effectively in writing as appropriate for the needs of the audience.
8) Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
9) Active Learning – Understanding the implications of new information for both current and
future problem-solving and decision-making.
10) Coordination – Adjusting actions in relation to others' actions.
11) Service Orientation – Actively looking for ways to help people.
12) Discretion – Ability to maintain confidences.
13) Coordination – Ability to cooperate with staff from multiple departments to complete interdepartmental projects.
Work Authorization/Security Clearance (if applicable)
Must be authorized to legally work in the United States
Must possess a valid State Driver’s License in good standing
Must be able to get to and from work on a consistent basisSupervisory Responsibility
This position may provide functional supervision, training, and coordination of administrative support activities, interns, temporary staff, or assigned personnel, but does not typically exercise formal supervisory authority.
- Title
- Executive Office Manager
- Application Deadline
- 07/12/2026
- Location
- Barre City, VT
- Application URL
- www.barrecity.org/client_media/files/HR/Job%20Descriptions/Excecutive%20Office%20Manager.pdf
Contact Information
- Name
- Galiano, Jeanne
- Phone Number
- (802) 467-1471
- Jeanne.Galiano@barrecity.org
- Best Method of Contact