Council and Board Program Specialist

ESSENTIAL DUTIES AND RESPONSIBILITIES                  

• Manages the 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.  
• Responds to council member and resident requests for information in conjunction with the City Manager’s office staff.   
• Supports coordination of city 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 includes supporting Police Oversight Panel. Works with Independent Police Monitor and Panel Chairs to define meeting schedules. 
• Supports Police Oversight Panel recruitment efforts that include scheduling interviews and preparing interview packets. 
• Creates and publishes meeting notices and is responsible for meeting the legal public notification requirements. 
• Acts as department contact to other departments for coordination and resolution of administrative or board issues.  
• 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 any additional logistical preparation needed for such events as well as maintaining and updating related files and materials. 
• Uses discretion and maintains strict 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.   
• Maintains appointment calendars and schedules meetings, including facilities. Coordinates arrangements 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 department including functions such as photocopying, typing, sorting, packaging, mailing, assembling documents and reports, and distribution of materials, including distribution of mail. 
• Represents the City Manager to community members who are making inquiries, expressing concerns, offering input, or registering complaints, and responds to inquiries on behalf of the City Manager and provide appropriate follow-up.  
• Assists with coordinating and identifying high priority work issues and items regarding department program tasks and is assigned duties consisting of a variety of difficult or complex tasks. involving a thorough knowledge of department policies, programs, procedures, rules, regulations and scope of jurisdiction while maintaining confidentiality and following up with appropriate staff members to ensure timely responses. 
• Assists with reservations for reservable touchdown spaces, offices, huddle rooms and 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, Permit Validation and Sales, and Product Registration.   
• Completes sales and refunds of all parking products, including garage and lot permits, neighborhood resident and commuter permits, dash permits, validation products, mall permits, No Parking Work signage, special events, and all other sales transactions.  
• Verifies all submission documents (permit copies, licenses, insurance riders, sales tax licenses, renewal dates, etc.) including interfacing with local and national vehicle registration databases. 
• Verifies accuracy of and maintains records of applications and transactions such as payments, billings, deposits and reconciling purchasing card statements.   
• Reconciles revenue for domestic partnership registrations, parking transactions, etc. 
• Composes and modifies written materials such as correspondence and memorandums which may include editing, correcting grammar, proofreading and creating written materials. 
• Coordinates and assists with emergency evacuation events for the department.  
• Creates, improves and maintains the departmental web pages. 
• Supports the City Clerk, City Council, Equity and Belonging division, Intergovernmental Affairs and Special Events. 
• Troubleshoots technology issues, contacts Innovation and Technology (IT) or Facilities when needed. 
• Assists with monitoring inventory of office supplies and coordinates purchases with team.   
• Interacts with vendors for repair and maintenance of office equipment and requests work orders for facilities management. 
• Assists with training new staff. 
• Maintains and updates customer instruction manuals and internal Standard Operating Procedures (SOPs).  
• Performs related duties as required to meet the needs of the city. 
• Knows and complies with all city and department policies and participates in professional trainings and development.  

MINIMUM QUALIFICATIONS   

• Ability to demonstrate dependability and reliability. Known for following up and delivering on commitments.  
• Ability to demonstrate experience and skills in math. 
• Ability to demonstrate independent judgement. 
• Ability to demonstrate leadership qualities such as integrity, accountability, empathy, humility, resilience, vision, influence, and positivity. 
• Ability to demonstrate time management skills to use time effectively and efficiently. 
• Ability to embrace workplace change and maintain a strong commitment to continuous learning. 
• Ability to maintain confidentiality when handling sensitive information, with access limited to specific data required for assigned duties. 
• Ability to operate office equipment. 
• Ability to perform cash handling and end-of-day sales reconciliation in accordance with policies and internal controls with robust attention to detail.  Capable of understanding and troubleshooting accounting 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, policies and procedures. Report all accidents and damage to city property. 
• Ability to work independently to prioritize and resolve problems and to complete tasks while working under pressure in a fast-paced environment. 
• Ability, interest, and desire to communicate courteously and effectively with the public and City staff and to provide good customer service both in person and over the telephone and capable of communicating progress to keep stakeholders informed of timelines.  
• Knowledge of strong organizational skills. Has attention to detail and capable of mapping out processes, meeting deadlines and effectively tracking progress.  
• Skill and experience in data entry. 
• Skill and experience in developing and maintaining accurate filing systems. 
• Skill and experience in organizing and coordinating projects. 
• Skill and experience in proofreading and editing, including excellent grammar, punctuation, and spelling. 
• Skill and experience with word processing, email, database and spreadsheet software. 
• Skill in financial budgeting or accounting.  
• Skill in identifying what 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 and maintain acceptable screening. 

PREFERRED QUALIFICATIONS 

• Ability to read, write and speak English and Spanish in a professional capacity for communication objectives.  
• Skill and experience in transcribing meeting minutes.  
• Skill in performing high level office management tasks and working directly for a chief executive preferably with municipal government functions and processes, including support to council, boards and commissions. 
• Bachelor’s degree in related field.   

MINIMUM REQUIRED 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 responsible administrative experience.  
• Must hold and maintain a 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 that permits effective communication on the telephone and in person. Sufficient vision or other powers of observation that permits the review, evaluation and preparation of a variety of written documents and materials. Sufficient manual dexterity that permits the operation of computers and other office equipment. Sufficient personal mobility and physical reflexes, which permits work in an office setting. Work may include extended periods of time viewing a monitor and operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions. 
• Work Environment: Attendance required at up to eight (8) evening or weekend meetings per month. May require occasional shifts during irregular hours, including weekends, evenings and 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, and calculators.