Council and Board Program Specialist

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Managesthe day-to-day administrative tasks for the Mayor and eight council members, such as calendaring, travel and conference arrangements, maintaining contact lists, and assistance with email responses for council members. 
• Respondsto council member and resident requests for information in conjunction with the City Manager’s office staff.  
• Supportscoordination ofcity council’s community engagement events and conduct follow-up communication with members of the public and city staff. 
• Provides program support to the Cultural and Economic Development program including working with the Senior Manager, administrative staff and the Board Chairs to define meeting schedules and board agendas up to six (6) months in advance and plays a key role in managing the boards’ calendars. Prepares meeting packets, meeting minutes and provides logistical support for meetings.
• Provides program support to the Independent Police Monitor. This includessupportingPolice Oversight Panel.Works with Independent Police Monitor and Panel Chairs to define meeting schedules.
• SupportsPolice Oversight Panel recruitment efforts that include scheduling interviewsandpreparing interview packets.
• Creates and publishes meeting notices andis responsible formeeting the legal public notification requirements.
• Acts as department contact to other departments for coordination and resolution of administrativeor boardissues. 
• Establishes record keeping procedures and reporting standards, ensuring effective management of the organizations’ records. 
• Provides support for the Deputy City Manager and Assistant City Managers. May include but is not limited to managing their calendars, scheduling appointments, and anyadditionallogistical preparation needed for such events as well asmaintainingand updating related files and materials.
• Uses discretion andmaintainsstrict confidentiality when accessing sensitive city-wide information and organizational planning data. 
• Oversees coordination of official documents and contracts for the City Manager's approval and signature via the electronic routing log.  
• Maintainsappointment calendars and schedulesmeetings, including facilities.Coordinatesarrangements for travel, receptions, meetings, public forums, and other high-profile events. Some of these events may require off-hour responsibilities and schedule flexibility.Support could include sending invitations, decorating, ordering food, etc.
• Delivers exceptional customer service as one of the first points of contact in the City Manager’s Office, engaging professionally with the public, staff, council members, and officials via phone, email, or in person to resolve issues, answer inquiries, provide information, and offer way-finding support.
• Performs administrative tasks in support of daily operation of the departmentincludingfunctions such as photocopying, typing, sorting, packaging, mailing, assembling documentsandreports, and distribution of materials, including distribution of mail.
• Representsthe City Manager to community members who are making inquiries, expressing concerns, offering input, or registering complaints,andrespondsto inquiries on behalf of the City Manager and provideappropriate follow-up. 
• Assistswith coordinating andidentifyinghigh prioritywork issues and itemsregardingdepartmentprogram tasks and is assigned duties consisting of a variety of difficult or complex tasks.involvinga thorough knowledge of department policies, programs, procedures, rules,regulationsand scope ofjurisdictionwhilemaintainingconfidentiality and following up withappropriate staffmembers to ensuretimelyresponses.
• Assistswith reservations for reservable touchdown spaces, offices, huddleroomsand conference rooms in the Penfield Tate Municipal Building. 
• Provides program support to parking services customers in person, on the phone and on-line. 
• Operates the Parking registration system, including Point of Sale,PermitValidation and Sales, and Product Registration.  
• Completes sales and refunds of all parking products, including garage and lot permits, neighborhood resident and commuterpermits, dash permits, validation products, mall permits, No Parking Work signage,special events, and all other sales transactions. 
• Verifies all submission documents (permitcopies, licenses, insurance riders, sales tax licenses, renewal dates, etc.) including interfacing with local and national vehicle registration databases.
• Verifies accuracy of andmaintainsrecords ofapplications andtransactions such as payments, billings,depositsand reconciling purchasing card statements.  
• Reconciles revenue for domestic partnership registrations, parking transactions, etc.
• Composesandmodifieswritten materials such as correspondence and memorandums which may include editing, correcting grammar, proofreading andcreatingwritten materials.
• Coordinatesandassistswithemergency evacuation events for the department. 
• Creates,improvesandmaintainsthedepartmentalweb pages.
• Supports theCity Clerk,City Council,Equity and Belonging division,Intergovernmental Affairs and Special Events.
• Troubleshootstechnology issues, contacts Innovation andTechnology(IT)or Facilitieswhen needed.
• Assistswith monitoringinventoryofofficesuppliesandcoordinates purchases with team.  
• Interactswith vendors for repair and maintenance of office equipment and requests work orders for facilities management.
• Assistswithtrainingnew staff.
• Maintains and updates customer instruction manuals and internal StandardOperatingProcedures(SOPs).
• Performsrelated duties asto meet the needs of the city.
• Knowsand complieswith all city and department policiesandparticipates in professional trainings and development.

MINIMUM QUALIFICATIONS

• Ability todemonstratedependabilityand reliability.Known for following up and delivering on commitments. 
• Ability todemonstrateexperience and skills in math.
• Ability todemonstrateindependent judgement.
• Ability todemonstrateleadershipqualities such as integrity, accountability, empathy, humility, resilience, vision, influence, and positivity.
• Ability todemonstratetime managementskills to use time effectively and efficiently.
• Ability to embrace workplace change andmaintaina strong commitment to continuous learning.
• Ability tomaintainconfidentiality when handling sensitive information, with access limited to specific datafor assigned duties.
• Ability tooperateoffice equipment.
• Ability to perform cash handlingandend-of-day sales reconciliationin accordance withpolicies and internal controlswith robust attention to detail. Capable ofunderstandingand troubleshootingaccounting transactions in the registration system.
• Ability to take proper safety precautions to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Use all required safety equipment and follow all safety regulations,policiesand procedures. Report all accidents and damage to city property.
• Ability to work independently to prioritize and resolve problemsand to complete tasks while working under pressure in a fast-paced environment.
• Ability, interest,anddesire to communicate courteously and effectively with the public and City staff and to provide good customer service both in person and over the telephoneand capable ofcommunicating progress tokeep stakeholders informedof timelines.
• Knowledge of strong organizational skills.Has attention to detail and capable ofmappingout processes, meetingdeadlinesand effectively trackingprogress. 
• Skill and experienceindata entry.
• Skill and experience indevelopingandmaintainingaccuratefiling systems.
• Skill and experienceinorganizing and coordinating projects.
• Skill and experience in proofreading and editing, including excellent grammar, punctuation, and spelling.
• Skill and experience with word processing,email,databaseand spreadsheet software.
• Skill in financial budgeting or accounting. 
• Skill inidentifyingwhat needs to be done and taking initiative before being asked or before the situation requires it.
• Must successfully pass a background check before first day of work andmaintainacceptable screening.

PREFERRED QUALIFICATIONS

• Ability toread, write and speakEnglish and Spanishin a professional capacity for communicationobjectives. 
• Skill and experience in transcribing meeting minutes. 
• Skill in performing high level office management tasksandworking directly for a chief executive preferably with municipal government functions and processes, including support to council,boardsand commissions.
• Bachelor’s degreein related field.  

MINIMUMREQUIRED EDUCATION AND EXPERIENCE

• Associates degree; or equivalent of four (4) years of progressively responsible related experience may substitute for the education requirement only. 
• Three (3) years of progressively responsibleadministrativeexperience. 
• Must hold andmaintaina valid drivers' license.

SUPERVISION

Supervision Received:Operations Supervisor

Supervision Exercised: None

WORKING CONDITIONS AND REQUIREMENTS

• Physical and Mental Effort: Sufficient clarity of speech and hearing or other communication capabilities thatpermitseffectivecommunicationon the telephone and in person. Sufficient vision or other powers of observation thatpermitsthe review,evaluationand preparation ofa variety of written documents and materials. Sufficient manual dexterity thatpermitsthe operation ofcomputersand other office equipment. Sufficient personal mobility and physical reflexes, whichpermitswork in an office setting. Work may include extended periods of timeviewing a monitor andoperatinga keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions.
• Work Environment:Attendance required atup toeight (8)evening or weekend meetings per month.May require occasional shifts during irregular hours, including weekends,eveningsand holidays.Works primarily in a clean, comfortable environment.  Works in a setting subject to continuous interruptions and background noises. 
• Machines and Equipment Used:Standard office equipment including computers, telephones,multi-function printers, andcalculators.