Under general direction, performs a variety of administrative support functions for the City Council. Promotes effective communication between the City Manager, Mayor and City Council regarding various administrative details and operational services; duties include: organizing, updating and maintaining records, files and databases; assisting with preparation of a variety of reports, documents and materials and participating in planning and making logistical arrangements for events sponsored by City Council members; performs other related work as required.
DISTINGUISHING CHARACTERISTICS:
This position will also provide support to Mayor and all City Council members. Additionally, this position differs from other classifications primarily because it includes a combination of administrative staff, secretarial, public relations, general interviewing and light bookkeeping duties. The incumbent is required to demonstrate a continuing ability to deal effectively with the public and agency officials and to use a high degree of independent judgment. Work is performed in a highly sensitive, demanding, political and rapidly changing environment and requires a high degree of confidentiality and excellent customer service skills. 
 

• Takes full charge of all communication involving the Office of the Mayor and City Council--including the review of incoming mail, routing, preparing responses and scheduling necessary follow-up activities.
• Assists in the establishment of policies and procedures which govern written and verbal communication for the office.
• Directs the preparation of letters, memoranda, reports, resolutions, proclamations, minutes of meetings and other documents.
• Establishes and maintains an appropriate filing system for records, reports and other documents.
• Receives callers and visitors on behalf of the Mayor and City Council--using an established system for the intake of various inquiries and complaints.
• Makes referrals, schedules follow-up action and communicates with other offices and departments of the City as necessary to respond to inquiries and complaints.
• Provides information, reports, or other documents to the Mayor and City Council and/or City Manager as necessary.
• Receives callers and visitors on behalf of the Mayor and City Council--using an established system for the intake of various inquiries and complaints. Makes referrals, schedules follow-up action and communicates with other offices and departments of the City as necessary to respond to inquiries and complaints. Provides information, reports, or other documents to the Mayor and City Council and/or City Manager as necessary.
• Assists in the scheduling and handling of various activities involving the Mayor and City Council members--including meetings, special events, travel and hosting visitors to the City.
• Coordinates the planning and completion of special arrangements necessary to properly accommodate the activities or events--including, but not limited to, preparing agenda, publicizing related information through various media, assisting with registration activities, arranging lodging and transportation, preparing portfolios and other document packages.
• Performs a variety of clerical work as necessary to handle the various work responsibilities and functions of the office. Types letters, memoranda and reports from individual Council members and the Mayor as well as various commissions.
• Performs other duties as assigned or required.

Job Summary