The purpose of this classification is to provide a wide range of visible and critical administrative, legislative, constituency, and event planning support to the City Council. Work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required.
This classification works extensively with elected officials and the public. Successful problem resolution skills in an information-sensitive, confidential environment is essential.
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.
- Serves as a liaison between City Offices and City Councilmembers for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive City relations; conveys information among City Offices and City Councilmembers to constituents; circulates documentation to appropriate persons, as instructed.
- Provides administrative/secretarial, legislative, and constituent support for city councilmembers; duties include but does not limit the following:
- Facilitates and coordinates communication between the councilmembers, city/county/state officials, staff, agency personnel, stakeholders and constituents in the development of legislation. Tracks advancement of legislation (resolutions/ordinances) through the legislative process. Responsibilities may include monitoring community or committee hearings, securing testimony and records preparation; identifying and monitoring district specific issues; and working with councilmembers to develop materials and prepare briefings. Other duties include reviewing council meeting agenda packets and informing Councilmembers of any issues or concerns.
- Communicates with citizens, city administration, public officials, and/or other city employees to coordinate the receipt of inquiries from the public and provide requested information or referrals, as appropriate. Offer verbal or written/ typed correspondence on a variety of issues that require considerable discretion, research of the issue, judgment, and tact. Familiarity with issues of concern addressed by constituents and the ability to clearly and accurately explain the City’s policies and procedures relative to those issues.
Administrative/ Operational Support
- Submit written reports; Manage daily operation of an assigned councilmember’s district office to include his/her schedule, coordination of travel and accommodations, conference registrations, and/or other travel-related plans; Event planning (set-up/ clean up); coordinates with internal and external persons to plan and successfully execute events; Manage projects to include preparing research reports to gather background information and materials to prepare updates. Research city records, ordinances, policies, and procedures, etc., to prepare detailed reports outlining any discrepancies and recommending policies, solutions, and/or other courses of action. Prioritizes multiple projects, meets required deadlines, and handles more than one project simultaneously. Ability to prioritize work and multi-task in a fast-paced setting; willingness to accept new projects simultaneously.
- Processes a variety of documentation associated with operations within designated time frames and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding activities; compiles data for further processing or for use in preparation of reports; files, maintains, and stores hard copy records. Stay abreast of city councilmember assignments/projects and anticipate their needs by gathering records, reports, correspondence, statistics, or other information; updates and manages constituent database; keeps up to date on what’s happening in the city.
- Provides administrative support for meetings; prepares meeting agendas, packets, and related documentation; coordinates meeting rooms/facilities, equipment, and refreshments; notifies participants of scheduled meetings; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; maintains official records.
- Assists in the development and content for the assigned councilmember’s newsletter and email communications to constituent groups; draft speaking points for the councilmember; creates content for and posts to councilmember’s social medial platforms, attends community events with the councilmember to take photos, conducts outreach to local businesses and serves as a point of contact in the office for the business community; and regularly update the council district website (as appropriate).
- Communicates general information with internal staff and external entities; briefs city councilmembers on subject matter for upcoming meetings/events; acts as the first line interaction for callers and visitors; directs individuals to the proper contact(s); works with other city agencies and external entities to resolve constituent matters; prioritize communication efforts of the city councilmember; attends meetings and takes notes for the city councilmember; prepares presentations for the city councilmember. Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; conveys information among division/department personnel; circulates documentation to appropriate departments.
- Performs other related duties as required.
Associates Degree in Public Administration, Business Administration, Political Science, Communications, or related field; three (3) years (5 years preferred) of work experience in legislative/government affairs; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Specific License or Certification Required: May require possession and maintenance of valid State of Georgia Notary Public certification.
Specific Knowledge, Skills, or Abilities: Ability to present information clearly and in an interesting manner, both verbally and in writing, for various audiences; listens well and communicates effectively with citizens and employees having varied educational backgrounds and values; identifies and accesses resources in addressing problems, deals tactfully with people and resolves conflicts; works independently and performs tasks involving numerous details; uses discretion and judgment in dealing with confidential, sensitive, and controversial issues; and establishes and maintains effective working relationships with management, co-workers, and representatives from other City departments, public officials, and the general public