Administrative Support Specialist II - Communications

Overview

The Administrative Support Specialist II – Communications is responsible for providing clerical support to the Communications Department and assisting with basic communication to internal and external audiences.

The current vacancy is an Extended Part-Time position (32 hours/week) that is benefit eligible.

• Provides administrative support to the Communications Department.
  • Answers questions and provides information to residents and the general public regarding the City's communications (magazine, newsletter, websites, social media presence and video programming) via telephone, email, mail and in person;
  • Prepares materials for mailings;
  • Drafts and prepares letters, reports, and other documents;
  • Assists with maintaining filing, retention and destruction plan for files and documents, and oversees the Department's permanent and temporary archives;
  • Orders office supplies, business cards, and stationery for City departments, and coordinates office equipment repairs and maintenance;
  • Manages the department's online invoicing system and oversees collection of payment;
  • Orders name tags for new City employees;
  • Provides meeting support for such groups as Communications Feedback Group;
  • Backs up the City Receptionist, assisting residents over the phone and directing walk-in traffic to the appropriate department;
  • Other duties as assigned.
• Assists with basic projects to communicate with internal and external audiences.
  • Helps edit and maintain the City's social media outlets;
  • Prepares lists of upcoming events for communications materials;
  • Proofreads materials;
  • Assists and creates content for the government access channel;
  • Assists with management of the City's photo library by taking photos, uploading images and adding metadata, and cropping and resizing photos, along with maintaining them;
  • Assists with special events.

• The job requires a high school diploma and two years administrative support experience, including customer service experience or equivalent.

• Experience in local government.
• A bachelor's degree in a related field.
• Secondary Language is desired (Spanish/Somali).

• The ability to perform work requiring a high degree of concentration and judgment in interpreting practices and procedures to solve problems;
• The ability to work independently and to prioritize work requests;
• Knowledge of and ability to operate standard office software to manipulate data, draft reports and maintain records;
• Knowledge of and ability to learn content management systems for website maintenance and development;
• Verbal and written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences;
• Reading comprehension skills sufficient to read, understand and interpret varied work-related materials;
• Demonstrates the desired standard of conduct and work performance including confidentiality and privacy requirements of the Department;
• Interpersonal skills sufficient to exchange and/or convey information, receive work direction, and maintain effective working relationships.