Council Assistant

GENERAL PURPOSE
Under general supervision, performs a variety of professional and administrative duties in providing highly responsible staff support to the Mayor and/or members of the City Council.

DISTINGUISHING CHARACTERISTICS
The primary function of an employee in this classification is to provide professional support of elected officials by conducting research, initiating special projects, working with city departments and staff to respond to requests from constituents and members of Council, and performing other administrative duties. Initially under close supervision, incumbents perform more routine administrative support and analysis while learning City policies, procedures and practices. As experience is gained, assignments gradually become more diversified and are performed under more general supervision and direction. The work is directed and supervised by the Communications and Public Affairs Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Conducts research and special projects as directed by the Mayor, members of the City Council, or the Communications and Public Affairs Director
• Represents the department on city committees and ensures all resulting work and information is accurately and expediently communicated to city leaders; builds effective working relationships with elected officials, city leaders and department heads, and other city staff
• Meets with citizens or constituent groups on behalf of elected officials; responds to calls from the public by finding answers to questions and/or referring queries to appropriate department or city employee; follows-up to ensure issue has been appropriately addressed. Regularly reviews citizen service requests to ensure that complaints or service conditions are handled in a timely fashion
• Makes sure accurate and timely information flows between the City Council and other City departments
• Provides information to constituent groups on behalf of the elected officials; represents the City at community meetings to analyze needs, listens and responds to specific concerns, and identifies possible solutions; establishes effective working relationships with community representatives
• Prepares correspondence for the Mayor and/or members of the City Council. Analyzes, interprets and prepares oral and written reports on research findings
• Maintains regular contact with the Communications and Public Affairs Director and assigned members of the City Council to keep them apprised of situations and issues
• Analyzes administrative, operational and organizational problems, evaluates alternatives and reaches sound conclusions
• Interprets and explains laws, regulations, policies and procedures
• Prepares clear and concise reports and other written materials; maintains accurate records and files; uses PC word processing, graphics and database programs to develop reports, presentations, budgets, and other assignments
• Coordinates multiple projects and meet critical deadlines
• Exercises sound judgment within established guidelines
• Makes clear, effective oral presentations to individuals and groups

OTHER DUTIES
• Researches administrative systems, policies and procedures
• Assists with planning, coordinating and monitoring special programs or projects initiated by city leaders; assists in implementing new programs or enhancements to existing programs
• Communicates and coordinates regularly with appropriate individuals to maximize the effectiveness and efficiency of interdepartmental operations and activities
• Assists with annual budget preparation and monitoring
• Performs all work duties and activities in accordance City policies and procedures; works in a safe manner and reports unsafe activity and conditions; follows City-wide safety policy and practices and adheres to responsibilities concerning safety prevention, reporting and monitoring as outlined in the City’s Safety Handbook


REQUIRED QUALIFICATIONS
Three years of local government experience and/or professional working experience with elected officials and senior management, and a Bachelor's degree in political science, public policy, public administration or related field.

DESIRED QUALIFICATIONS
Experience working with software related to requirements of position. Knowledge of principles, practices and methods of administrative and organizational analysis; public administration policies and practices; functions and authorities of public agencies; principles and practices of sound business communications; correct English usage, including spelling, grammar and punctuation.

PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:
While performing the duties of this job, the employee is regularly required to sit; talk or hear, both in person and by telephone; use hands to finger, handle or feel standard office equipment; engage in repetitive movement with hands or wrists, and reach with hands and arms. The employee is occasionally required to stand, walk, and lift or move up to twenty pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands:
While performing the duties of this class, an employee is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; perform highly detailed work under changing, intensive deadlines on multiple, concurrent tasks; and interact with City managers, representatives of other governmental agencies, employees and the public.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee works under typical office conditions; the noise level is usually quiet.

FLSA Status: Exempt

Revised: 04/06

 

DURING THE SELECTION PROCESS, ANY APPLICANT REQUIRING ACCOMMODATION FOR A DISABILITY SHOULD ADVISE THE HUMAN  RESOURCES DEPARTMENT. Employment Hotline (Voice Only): 623-773-7105 Human Resources (Voice/TDD): 623-773-7100 EOE M/F/D/V AN EQUAL OPPORTUNITY EMPLOYER OPORTUNIDAD DE EMPLEO CON DERECHOS IGUALES 8401 West Monroe St, Suite 110 - Peoria Arizona 85345 - (623) 773-7100 - Fax (623) 773-7149

This Page was last updated on 11/07/06
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