City Council Office Assistant (Part Time)

City Council Office Assistant

JOB TITLE: City Council Office Assistant

CLASSIFICATION: Non-Exempt

DEPARTMENT: City Council

SUPERVISOR: Executive Assistant to City Council

SALARY: $15.45 Per Hour

GENERAL JOB DESCRIPTION

Under supervision from the City Council Executive Assistant and the Council President the City Council Office Assistant will assist with duties related to the activities and operations of the City Council Office.

PRIMARY DUTIES AND RESPONSIBILITIES

• Provide administrative back up and assistance to the Executive Assistant to the City Council.
• Provide general office support such as making copies, assembling committee and council packets, filing paperwork, etc.
• Assist the City Council members with various special projects as necessary or as assigned.
• In the absence of the City Council Executive Assistant manage the City Council Office and standing meetings.
• Assist with composing, compiling, and preparing correspondence, reports, and related documents as assigned.
• Assist with coordination and planning for a wide variety of special events including but not limited to goal setting sessions, Council work sessions, public engagement; attend and monitor the activities; coordinate activities with, and provide information to, City staff and public.
• Provide customer service and positive public relations both in person, on the telephone, and by email.
• Develop an understanding of the local meeting process and related deadlines.
• Assist with audio and video equipment operation during City Council meetings including finance committee, public services committee, work sessions, COW, and regular meetings.
• Learn the basics of live and recorded meeting production and assist with troubleshooting as needed.
• Update information on the City's public website and assist with internal intranet content.
• Assist with developing and scheduling content for social media including Facebook, Instagram, YouTube, and other City utilized social media platforms, working with the City's Public Information Officer.

SECONDARY DUTIES AND RESPONSIBILITIES

• Assist with various employee events and assist in gathering content for the employee newsletter.
• Assist with office records management and retention in accordance with the City's and States record management program.
• Monitor office supplies and overall appearance of both the City Council office and meeting spaces.
• Perform other duties as required.

QUALIFICATIONS FOR THE JOB

Preferred:

Reliable, detail-oriented, and eager to learn the processes of municipal government.

Provide a high degree of accuracy and attention to detail, and support and maintain a high level of confidentiality.

English usage, proficient and accurate writing and data entry, spelling, grammar and punctuation.

Proficient in Microsoft and Adobe software; accurate and productive typing and data entry skills.

Work independently with minimal supervision.

Available evenings for scheduled meetings.

Clerical experience in a professional office environment.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds. Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment:

Work closely with others in an office environment utilizing a computer and other office equipment.