Administrative Manager (City Attorney)

City-of-Miami-Beach; Miami (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

City of Miami Beach is seeking an Office Manager to support the City Attorney’s Office with administrative and clerical duties under the City Attorney’s direction. The role oversees budgeting, payroll, personnel, purchasing, and legal support, handling confidential matters with discretion.

The position includes preparing annual budgets, monitoring expenditures, payroll processing, and maintaining records. Strong accounting and legal office knowledge are essential for success.

Qualifications

• Knowledge of generally accepted accounting principles.
• Knowledge of legal office functions.
• Knowledge of office practices, filing/e-filing, and agenda management software.
• Proficiency with Microsoft Office, especially Excel.
• Knowledge of legal terminology and processes.

Responsibilities

• Assist in budgeting and financial administration for the City Attorney’s Office.
• Reconcile bank accounts, payroll documents, and attendance records.
• Process invoices, monitor expenditures, and manage department purchasing cards.
• Maintain retainer files and reconcile outside counsel invoices.
• Coordinate travel, onboarding, and personnel records.
• Organize paper and electronic files; manage records retention policies.
• Provide customer service to visitors and callers; route calls as needed.
• Schedule meetings and maintain two conference rooms.

Skills

Accounting basics

Office management

Legal office knowledge

Written communication

Interpersonal skills

Education

Bachelor’s degree in Accounting

Bachelor’s degree in Business Administration

Public Administration degree

Tools

Microsoft Excel

Quicken

Job description

• This position provides administrative and clerical support for the day-to-day operations of the City Attorney’s Office under the administrative direction of the City Attorney. The Office Manager is responsible for overseeing office management functions, including budgeting, payroll, personnel management, purchasing, and legal support. The role requires substantial latitude for independent judgment, and a high degree of discretion concerning confidential and sensitive matters.

• Participates in the preparation and administration of the office’s annual budget; submits recommendations, monitors expenditures, and attends budget meetings.
• Reviews and reconciles bank accounts; prepares payroll documents, reports, and maintains leave and department attendance records.
• Processes invoice payments, tracks expenditures, and manages employee expense reimbursement; administers department purchasing credit cards and reconciles accounts on a monthly basis.
• Maintain retainer agreement files and reconcile outside counsel invoices in accordance with the respective agreements.
• Procures office equipment and supplies, oversees purchasing and inventory, manages equipment maintenance, and coordinates requisitions.
• Maintains professional dues, licensing fees, memberships, and subscriptions for attorneys and office personnel; processes Florida Bar dues annually and registrations for required continuing legal education courses.
• Coordinates and manages travel arrangements for staff, including registration, accommodations, and reimbursements.
• Assists with the recruitment of personnel process; coordinates onboarding and separation procedures for employees, including new employee orientation and exit interviews.
• Maintains office personnel files.
• Organizes and maintains paper and electronic files; including storage of files in accordance with records management and records retention policies;
• Oversees sorting and distribution of mail.
• Provides excellent customer service to visitors and callers, and routes phone calls to office staff or other city departments as needed.
• Coordinates meetings and maintains schedules for two conference rooms.
• Attends various City meetings, staff meetings and workshops.
• Composes letters, memoranda, and reports, including responses to Public Records Requests specific to the City Attorney’s Office.
• Works cooperatively with other departments, elected officials and their staff, as well as outside agencies.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of generally accepted accounting principles, and ability to comply with the City’s accounting requirements.
• Knowledge of legal office functions.
• Knowledge of current office practices, procedures, work processes, filing and e-filing systems, and City agenda management software.
• Knowledge of office furnishings and equipment, including computers, photocopiers, and telephones
• Proficiency in and familiarity with job-related software including the Microsoft Office Suite, with an emphasis on Excel, Quicken, and other software as needed.
• Knowledge of legal terminology and processes; business English, spelling, and arithmetic.
• Ability to prepare detailed accounting, financial, and statistical reports; analyze and reconcile accounting and financial records.
• Ability to understand and follow complex written and verbal instructions.

• Ability to establish and maintain effective working relationships with employees, supervisors, and departmental staff.

• Ability to communicate effectively, both verbally and in writing.
• Ability to make decisions in accordance with laws, regulations, and departmental policy.

• Candidates with an associate or bachelor’s degree in accounting, Business Administration, Public Administration, or a related field from an accredited college or university are encouraged to apply.
• Three (3) to Five (5) years of office management experience, preferably in municipal government or law office. Other combinations of experience and education that meet the minimum requirements may be substituted.

Physical Requirements:

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects.
• The work is typically performed in an office.