What is a Chief Administrative Officer in a municipal government setting?

A Chief Administrative Officer, or CAO, is a senior city leader or executive who oversees the municipal government’s day-to-day operations.

While the CAO title is fairly common, some other names for this position include:

• City manager
• Town administrator
• Town manager
• County administrator
• City administrator
• Municipal manager
• County manager

Some municipalities also use other titles such as chief operating officer or chief executive officer.

Read more: City Manager Job Description

Common responsibilities for a Chief Administrative Officer

The exact duties of a Chief Administrative Officer in government settings depend on the policies of the city or town and how the role integrates with organizational charges and various city agencies. However, some common responsibilities of this position include:

• Overseeing or collaborating with municipal departments. The CAO typically works as a high-level leader who supervises the heads of municipal agencies or departments. Areas that might come under the CAO’s purview include municipal HR, community services, finance and public works.
• Strategic planning. The CAO works with department leadership and other subject-matter experts to create strategic planning initiatives to support municipal growth, community wellness and other goals set by local councils or voted on by local communities.
• Advising councils regarding policy. This leadership role advises city, town or other councils, often providing important context about policy for elected officials and other decision-makers.
• Executing set policies. Once councils or other municipal bodies or agencies establish new policies, the CAO is typically in charge of ensuring they are implemented.
• Preparing municipal budgets. The CAO often oversees the creation of city or town budgets and may present budget management information to the council.
• Supporting fiscal responsibility. The Chief Administrative Officer may work with other city employees to allocate and manage the city’s financial resources appropriately.
• Managing municipal staff. As an executive-level municipal officer, the CAO may supervise managers, directors or department heads—who all supervise staff within their own departments.
• Acting as a spokesperson for the city or town. In some cases, the CAO may act as a spokesperson or be the main contact for those in the community. In larger municipalities, the CAO may oversee a team or department that handles these tasks.
• Working to support compliance and mitigate risks. The Chief Administrative Officer works with compliance, legal, tax and other departments to ensure the municipality is run with an eye toward regulatory compliance and risk mitigation.

What skills does a Chief Administrative Officer need?

You’ll need to consider the tasks you want your CAO to handle and what skills will support success in those endeavors. However, some common skills listed on Chief Administrative Officer job descriptions for cities and towns include:

• Leadership skills
• Strategic planning skills
• Communication skills
• Understanding of finance and accounting
• Analytical skills
• Knowledge of public policy.
• Administrative experience

Read more: Managerial Requirements and Responsibilities: Key Skills

Steps for hiring a Chief Administrative Officer government position

To enhance your chances of hiring a Chief Administrative Officer who works well for your municipality, consider the steps below.

1. Conduct an assessment of needs

Create a committee to assess the needs of the municipality with regard to executive leadership. Consider including subject-matter experts from critical departments, someone from the elected board and a community leader or two. This committee should answer questions about the current needs and challenges of the municipality. With those needs in mind, they can begin to create a list of traits, skills, experience and knowledge required to address those challenges from a leadership role.

2. Create a job description

The committee in step one can pass on its findings to municipal human resource staff, who can use the information to create a detailed job description. The job description should include the expected responsibilities and duties of the role as well as the qualifications and skills required. A well-written job description helps candidates determine whether a role might be for them and whether they are potentially qualified for the job.

Read more: How to Write a Job Description

3. Develop a recruitment strategy

Once the job description is created, human resources and municipal leaders can develop and implement a recruiting strategy. Consider whether you want to start with internal promotion opportunities before advertising the position externally. You may need to consider city or town rules about hiring that require you to list a job both internally and externally before you can make a hiring decision.

4. Advertise the position

Consider advertising the position through various channels, including:

• Municipal websites and locations
• Professional associations
• Government job boards
• Recruitment agencies
• Online job boards like Indeed
• Social media platforms and profiles

You may also want to seek out candidates through networking and other outreach methods.

5. Screen applicants

Implement a screening process to ensure candidates meet the minimum requirements for the position before you consider them further. Using automated systems, such as applicant tracking systems, can help streamline this process. ATS and other software can apply your search parameters to dismiss applications and resumes that don’t include critical qualities or keywords, reducing how many resumes your selection committee has to consider.

Read more: Applicant Tracking Systems: Key Features and When You Need Them

6. Conduct interviews

Once you narrow down the candidate field, you can begin scheduling interviews. In a municipal environment, you may need to assemble an interview panel that includes council members, leadership from critical departments and other stakeholders. Ensure you communicate the job description and expectations to all panel members. It may be a good idea to have the committee members meet to plan a consistent approach to interviews.

Depending on the size of your municipality and your process for hiring, you may need to have multiple levels of interviews. You can delegate individuals from HR to conduct initial interviews to find the most qualified and appropriate candidates for further interviews, for instance.

7. Vet candidates

After interviews are completed and the panel has selected one or a couple of the most likely candidates, you can conduct in-depth background checks. This may include background checks and checking references. Ensure you follow any policies and laws in your municipality relevant to hiring government officials.

8. Make an offer

The final step is making a compelling offer to your candidate of choice and completing any necessary negotiations regarding compensation and benefits. Follow the policies and laws in your municipality when making an offer.

FAQs about Chief Administrative Officers

What type of degree makes for a good CAO candidate?

Some degrees you might look for in CAO candidates can include master’s degrees in public administration, business administration, public policy or urban planning. A bachelor’s degree in public administration or a related field with relevant administration and leadership experience or a law degree may also be relevant.

Who does a Chief Administrative Officer report to?

Usually, this position reports directly to a board of elected officials, such as the city council. There may be dotted lines to elected positions, such as the mayor or county supervisor as well.

What role does a CAO play in community engagement and public relations?

This depends on the structure of the municipal government and the size of the jurisdiction. The CAO may interact directly with people in the community in a smaller town or with community leaders in a city. Often, the Chief Administrative Officer of a local government oversees others engaged in communication and partnership with the public.