General Description

Responds to constituent service requests and coordinates community events for the Office of the Mayor. Staffs the Mayor at community events. Must be available nights, weekends and holidays.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Works independently to research & resolve constituent concerns and requests for service; facilitates communications and conveys information amongst department/division personnel and initiates appropriate action/response; coordinates projects and activities; coordinates, conducts, or attends staff meetings to review department plans, progress, budgets, and other activities.
• Makes Powerpoint Presentations to City Council and the public on current government process and proposed policy changes.
• Tracks & trends constituent complains and response/resolution progress and timelines; prepares presentations on trends in constituent concerns for the council and the public; receives various forms, reports, correspondence, logs, lists, schedules, calendars, invoices, statistical data, minute books, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation.
• Plans events such as town halls, ground-breaking ceremonies, dedication ceremonies, or other activities to include preparing meeting agenda documents; coordinating meeting facilities, equipment, and refreshments; records and/or transcribes meeting minutes; distributes meeting minutes to departments and other individuals, including City Council.
• Coordinates travel, accommodations & catering for executive-level meetings, to include serving as the liaison with the Finance department and tracking accounts payable and receivables for the Office of the Mayor, preparing meeting agenda documents; coordinating meeting facilities, equipment, and refreshments; records and/or transcribes meeting minutes; distributes meeting minutes to departments and other individuals; coordinates framing of certificates, maps or other documents; provides administrative support and coordination for various meetings at the executive management level, which may include the City Council.
• Performs other related duties as required.

Requires an Associate’s degree in Secretarial Science or Office Administration; supplemented by five (5) years of progressively responsible work experience supporting executive/ senior level management, office administration (preferably in a municipal environment), customer service, record management, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.