Administrative Manager (City Attorney)

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

Job summary

The City of Miami Beach is seeking an Office Manager to provide administrative support to the City Attorney’s Office. You will oversee budgeting, payroll, personnel, purchasing, and legal support with high discretion and independent judgment.

You will manage bank reconciliations, invoices, and travel arrangements while coordinating recruitment and onboarding. Strong knowledge of GAAP, Excel, and legal office processes is essential.

Qualifications

• Requires associate or bachelor’s degree in accounting, business administration, public administration, or related field from an accredited college or university.
• Three to five years of office management experience, preferably in municipal government or law office.

Responsibilities

• 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 cards and reconciles accounts monthly.
• Maintains retainer agreement files and reconciles outside counsel invoices in accordance with 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 recruitment of personnel; coordinates onboarding and separation procedures for employees, including orientation and exit interviews.
• Maintains office personnel files.
• Organizes and maintains files; storage of files in accordance with records management and retention policies.
• Oversees sorting and distribution of mail.
• Provides customer service to visitors and callers, routes calls as needed.
• Coordinates meetings and maintains schedules for two conference rooms.
• Attends 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, and outside agencies.
• Performs other related duties as assigned.

Skills

Budgeting

Payroll

Personnel management

Purchasing

Legal support

Recordkeeping

Communication

Confidentiality

Education

Associate or Bachelor’s degree in accounting, Business Administration, Public Administration, or related field

Tools

Microsoft Office Suite

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 judgement, 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.