Chief of Staff

                                                                                                Office Manager/Chief of Staff

Department: Gary Common Council                                                           Reports to: President of the Gary Common Council

Status:  Full-Time                                                                                         Salary: Based on Experience

 The Office Manager/Chief of Staff works as a part of the Gary Common Council's legislative team performing complex administrative work and analytical duties as requested. The position holder will manage the balance of the Gary Common Council office staff, lead the day-to-day legislative and administrative operations as well as be an integral part of the team responsible for planning, executing, and ensuring the effectiveness of the Common Council's legislative and policy agenda. Applicants must be detail-oriented, well-organized, possess the ability to perform with a high level of accuracy, confidentiality, and discretion. Applicants shall be able to handle a fast-paced working environment and be dependable.

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                                                                                                 JOB DESCRIPTION:

• Recommend, develop, and implement comprehensive policies and procedures for efficient operation for the Office of the Gary Common Council. Create written process documents of these procedures for record.
•  Lead execution of professional service contracts for the Gary Common Council; manage vendor and contractor relationships.
• Overseeing the strategic planning of the Office of the Gary Common Council to enhance operations and service to constituents.
•  Serve as a primary point of contact for coordinating external engagements and meetings between the President of the Gary Common Council, and stakeholders.
•  Provide leadership within the department to ensure ongoing staff alignment towards departmental objectives and service goals.
•  Lead training and orientation to subordinate personnel on new or changed methods of operation.
•  Responsible for ensuring accuracy of accounting procedures in compliance with statute, ordinance and polices for all financial activities of the Gary Common Council such as but not limited to: Purchasing, Annual Budget   Planning, Bookkeeping, Timekeeping of Staff and Vendor Accounts Payable. 2
•  Ensure execution of all associated public hearing preparation activities: agenda confirmation, packet distribution, communication with executive branch (if applicable), communication with Office of the Clerk on behalf of the   body of the council.
•  Responsible for legislation signature execution upon council passage. The office manager is responsible for monitoring any amendments to proposed legislation by the legislative branch to legal and ensure on time   submission to the council for signature execution and submission to the office of Clerk.
•  Supervise personnel, assignments, and communications from Council members to regular staff; Perform annual performance evaluations of regular staff and interns.
•  Prepare and distribute media releases and statements upon request.
•  Maintain current knowledge of significant department issues and related activities to serve as the liaison between Council and city, state and federal departments and officials.
•  Attends Council and/or Committee hearing meetings, take notes and minutes, prepare list of action items from the completed minutes.
•  Investigate a variety of problems, complaints, concerns and other issues at the request of the President and Vice-President of the Gary Common Council
•  Attend occasional community events as requested.
•  Execute other duties as assigned by the President of the Gary Common Council

                                                                 QUALIFICATIONS:

•  Bachelor Degree Preferred. Experience can be substituted for degree preference.
•  At least 4 years in an administrative role of similar responsibility is preferred.
•  Previous supervisory experience.
•  Resume should confirm the ability to perform the requisite knowledge, skills, and abilities for this job.

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                                                                                        Date Posted:   10/18/2024

                                                                                        Date Removed: 10/25/2024