Listing Summary

JOB SUMMARY

This position is responsible for coordinating administrative functions for the City Manager’s Office.

ESSENTIAL FUNCTIONS

• Provides critical administrative support to the City Manager and Assistant City Manager; provides support to senior city staff as needed.
• Maintains and schedules appointments, manages calendars, and makes travel arrangements for the City Manager, Assistant City Manager.
• Reviews, organizes, and distributes incoming and outgoing mail.
• Coordinates and schedules the routine maintenance of City Hall.
• Answers telephone and greets visitors; provides information and assistance; resolves complaints; refers service requests to appropriate departments; provides information on city services and functions.
• Maintains files and records.
• Administers web applications for up-to-date information, data acquisition, and generates reports.
• Prepares a variety of regular and special reports for the City Manager and Assistant City Manager
• Plans, organizes, coordinates, and manages events for the City Manager’s office such as citizen townhalls, speaking engagements, internal employee events, etc.
• Collaborates with the City Clerk’s office to coordinate, plan, organize, and manage employee and elected official retreats.
• Collaborates with the City Clerk’s office to coordinate the recruitment of citizens for service on boards and commissions.
• Collaborates with the Human Resources Department for internal employee communication, internal employee program and event promotions and logistics, and other projects as necessary.
• Collaborates with the Recreation & Special Events Director, Police Department, Fire Department, Public Works, CVB, and various department contacts, under the direction of the Public Information Office, to communicate information related to special events and promotions.
• Participates in the development of strategies for dealing with crisis situations and potentially controversial topics; helps to implement plans and talking points and serves as communications resource for staff.
• Creates content, develops/designs themes, and messages; coordinates design; serves as liaison between the City Manager’s Office and other departments.
•  Executes City’s efforts related to image and assists in maintaining a favorable public image for the city.
• Develops ways to better connect with, engage with, and to better serve the citizens using new and existing tools to increase civic participation while also helping ensure a better civic experience for the city’s stakeholders.
• Assists in developing useful reporting tools, dashboards, and website applications for city units to manage the public’s engagement.
• Communicates to interest groups results and advocates internally for citizen services and concerns.
• Creates weekly internal newsletter.
• Photographs/videos events, places, and people; maintains photo library; responds to requests for photographs from the media, community organizations, and others.
• Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.
• Knowledge of project management\task management tools.
• Knowledge of the practices and techniques employed in journalistic writing and reporting.
• Knowledge of city and departmental policies and procedures.
• Knowledge of creating office forms, documents and webforms.
• Knowledge of graphic design principles and practices.
• Knowledge of media and public relations principles.
• Knowledge of computers and job-related software programs.
• Expertise with social media strategy and platforms.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer service.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Strong analytical experience with research, data analysis, and focus on the use of software tools.
• Skill in communicating clearly and concisely, orally and in writing. Strong grammar, spelling, and punctuation skills required.
• Skill in the use of AI applications.
• Skill in the use of photographic equipment.

SUPERVISORY CONTROLS

The City Manager and Assistant City Manager assign work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city policies and procedures and city personnel policies. These guidelines require judgment, selection, and interpretation in application. 

COMPLEXITY/SCOPE OF WORK

• The work consists of varied administrative duties. The variety of tasks to be coordinated contributes to the complexity of the position.
• The work consists of varied public communication duties with awareness of the political climate in which the position operates. Multiple demands and time constraints contribute to the complexity of the work.
• The work consists of making judgement decisions in an effort to direct resident requests to the appropriate department heads.  
• The purpose of this position is to coordinate administrative operations for the City Manager’s Office and to enhance the City’s communication efforts.  Successful performance contributes to efficiency and effectiveness of office operations.

CONTACTS

• Contacts are typically with co-workers, elected and appointed officials, attorneys, media representatives, vendors, municipal agency representatives, employees of state and other municipal governments, college staff, and the general public.
• Contacts are typically to exchange information, negotiate matters, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping but will also include work performed in the field (e.g., shooting photos of work in progress, events, and meeting with other departments. The employee occasionally lifts light and heavy objects.
• The work is typically performed in an office and outdoors, occasionally in hot/cold or inclement weather.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in a course of study related to the occupational field.
• Experience is usually associated with one to three years of experience or service.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship, specialized training, or having had a similar position for one to two years in either Public Relations, Media Relations, or government communication.
• Possession of or ability to readily obtain a valid driver's license issued by the State of Georgia for the type of vehicle or equipment operated.

The qualifications listed above represent the credentials necessary to perform the essential functions of this position.  To be successful in this position, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.