Salary commensurate with experience Posting expires: June 25, 2024 General Description and Classification Standards This is a mid-level classification assisting the Office of Research and Policy Analysis in successfully fulfilling their obligations by providing support services in the areas of administration, communication, research and public relations. Also assists in the research and dissemination of information to the general public, City departments and other governmental agencies regarding the City code, Charter and other legislation; monitors legislative developments within City Council Committees and the full Council. Individuals entering this level must already possess the basic knowledge of the work and the required communications skills to carry out basic tasks. Typically performs the simplest pertinent tasks, assists higher level workers in more complex jobs.
Supervision Received Directly responsible to the Council Staff Deputy Director with coordination from the Council Staff Director and Legislative Research and Policy Analyst. Works independently and establishes office procedures and work routines under the guidance Legislative staff. Works under very general supervision; may work independently or with other workers with responsibility for completion of assigned tasks. Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned. Performs advanced technical support activities and paraprofessional work for the City Council. Organizes the administrative functions for City Council meetings. Works with Council staff to schedule Council meetings and set the agenda. Prepares and disseminates the Council agenda. Maintains Council meeting schedules and calendars. Serves as a resource on the municipal legislative process. General Administrative Support: Provides high level administrative support to the City Council. Works with legislative staff to develop and monitor policies and procedures. Updates Council documents and information required for City Council website. Council Agendas: Coordinates the preparation of Council agenda for various meetings. Schedules, coordinates and prepares background materials for regular and special Council meetings, work sessions and public hearings. Reviews legislation and supporting documentation for accuracy and completeness. Works with legislative staff and departments to ensure Council receives all necessary agenda information. Assigns legislation to Council standing committee(s). Schedules public hearings and other meetings. Performs follow up work from agenda with legislative staff and departments as needed. Council Meetings: Works with legislative staff to ensure adequate administrative support for all Council meetings. Council Meeting Minutes: Records and prepares minutes of Council meetings utilizing electronic legislative management system. Review videos of the committee meetings, to ensure the accuracy of minutes. Public Notice: Assists in the preparation and processing of public hearing notices for legal publication. Provides timely notice of Council meetings. Oversees distribution of Council’s biweekly agenda packets and posting to the Council website. Scheduling and Logistics: Maintains Council calendar of meetings via electronic legislative management system. Reserves locations with Department of Enterprise Asset Management. Maintains a disciplined, organized schedule. Communications: Receives and responds to a variety of inquiries, concerns and complaints from residents and individuals with a business interest in the City. Screens and refers calls as appropriate. Assists in the resolution of problems and concerns through explanation of City or departmental practices and policies. Researches issues. Work requires a high degree of confidentiality and discretion in a sensitive public environment.
Decision Making Follows standardized procedures and written instructions to accomplish assigned tasks. Leadership Provided None; may oversee temporary contract workers as needed.
PERFORMANCE REQUIREMENTS (Knowledge, Skills & Abilities) This is a partial listing of necessary knowledges, skills, and abilities required to perform the job successfully. It is not an exhaustive list.
- Knowledge of: The Municipal legislative process.
- Municipal administrative and familiarity with the functions and activities of the departments and divisions of municipal government.
- Skill in: Excellent literacy skills including reading, composition, knowledge of standard and business English usage, punctuation, spelling, grammar and format. Excellent interpersonal skills to work with the public, staff and elected officials using courtesy and tact in sensitive or high-pressure situations.
- Excellent listening skills and the ability to communicate orally and in writing in clear concise language appropriate for the purpose and parties addresses.
- Problem solving, decision making, time management, planning and organization skills.
- Proficient in the use of standard software applications including Microsoft Office Suite (word processing, spreadsheet, presentation, database management and document/records management programs).
- Ability to: Read, understand and apply ordinances, laws, policies and procedures applicable to the scope of work. Develop and maintain a working familiarity with Council business and priorities, current and ongoing City legislative issues, and community stakeholders. Maintain the highest level of professionalism, tact and discretion in a frequently high-pressure environment.
- Tolerate stress and handle several tasks simultaneously while maintaining accuracy and attention to detail in an environment of frequent interruptions. Work independently and assume responsibility in carrying out position responsibilities.
- Exercise sound judgment to solve problems in stressful situations.
- Organize, prioritize and schedule work to meet legal and business deadlines and demands of peak workloads while maintaining accuracy and attention to detail. Handle information with discretion and maintain the confidentiality of sensitive information and materials.
- Deal tactfully with the public and respond effectively in potentially confrontational situations. Communicate and work effectively with co-workers, City employees, public agencies, and the public.
- Maintain consistent and punctual attendance Physical ability to perform the essential functions of the job, including:
- Frequently remain stationary for long periods of time;
- Frequently communicate accurate information and ideas with others.
Minimum Qualifications - Education and Experience Bachelor’s degree in business/public administration or related field (Equivalent professional experience may be considered for substitution for the degree) Demonstrated strong written and oral communication skills. Proficiency with word processing, spreadsheet and document management. Minimum of three (3) years office administration or executive support. 3 years' clerical, administration and/or research and analysis experience.
Preferred Education & Experience 3 - 5 years of municipal, other governmental entity, and/or public service organization experience strongly preferred. College or vocational training in area related to the position, such as office management, public administration, public relations, communications or other related area.
