Office Coordinator - Community Relations

Under the general supervision of the Community Relations Director, the Office Coordinator performs advanced administrative, communications, customer service, and project coordination duties in support of the Community Relations Department. The position serves as a primary point of contact for residents, community organizations, elected officials, businesses, media representatives, and City staff while coordinating departmental operations, communications initiatives, special events, public engagement activities, and board and commission support functions.

ESSENTIAL JOB DUTIES

Administrative Operations

• Serves as the primary administrative support professional for the Community Relations Department.
• Coordinates daily office operations and administrative functions to ensure efficient delivery of services.
• Maintains departmental calendars, schedules meetings, coordinates appointments, and manages conference room reservations.
• Prepares correspondence, reports, presentations, agendas, meeting materials, and other departmental documents.
• Maintains electronic and physical filing systems in accordance with City policies and records retention requirements.
• Provides information, guidance, and referrals to residents, businesses, community organizations, and visitors regarding City services, programs, and initiatives.
• Assists in developing and implementing office procedures, workflows, and administrative best practices.
• Trains and cross-trains departmental staff on office procedures, software systems, and customer service practices.

Communications Support

• Assists with the preparation, editing, proofreading, and distribution of communication materials including newsletters, brochures, flyers, reports, presentations, advertisements, and public information materials.
• Supports departmental communications initiatives by maintaining communications calendars, coordinating content submissions, and tracking project deadlines.
• Assists with website content updates, postings, announcements, agendas, event information, and related materials.
• Assists with social media administration, content scheduling, and monitoring as directed.
• Maintains media contact lists, stakeholder databases, and community partner directories.
• Researches and compiles media coverage, press clips, and departmental activity reports.
• Coordinates the collection, organization, and archiving of departmental photographs, videos, publications, and historical records.

Community Engagement & Events

• Assists in planning, coordinating, and supporting City-sponsored events, ceremonies, public meetings, community engagement activities, and special projects.
• Coordinates event logistics including registrations, reservations, vendor communications, supplies, and event materials.
• Assists with event setup, on-site support, and post-event follow-up activities.
• Coordinates annual Memorial Day and Veterans Day ceremonies and supports other departmental events and initiatives.
• Assists with public outreach efforts, resident engagement activities, surveys, and community feedback initiatives.

Boards & Commission Support

• Provides administrative support to the Total Living Commission and other assigned boards, commissions, committees, or task forces.
• Prepares meeting agendas, notices, minutes, attendance records, and annual schedules.
• Coordinates speakers, presentations, meeting logistics, and supporting materials.
• Maintains official records and files related to assigned boards and commissions.

Departmental Coordination

• Coordinates and tracks departmental projects, assignments, deadlines, and follow-up activities.
• Prepares and maintains departmental reports, records, and performance metrics.
• Coordinates, tracks, and assists with responses to Freedom of Information Act (FOIA) requests.
• Prepares employee notices, intranet postings, and departmental communications.
• Assists with budget administration, purchasing activities, invoice processing, account reconciliation, and related financial recordkeeping.
• Maintains inventory of office supplies, promotional materials, event equipment, and departmental resources.
• Performs special projects and other related duties as assigned.

MINIMUM QUALIFICATIONS

• Associate Degree in Business Administration, Public Administration, Communications, Marketing, Office Administration, or a related field; Bachelor's Degree preferred.
• Three (3) years of progressively responsible administrative, office coordination, customer service, communications support, or related experience. Municipal government experience preferred.

KNOWLEDGE, SKILLS & ABILITIES

• Excellent organizational, customer service, interpersonal, verbal, and written communication skills.
• Ability to manage multiple assignments and deadlines in a fast-paced environment.
• Ability to exercise sound judgment, discretion, and confidentiality.
• Ability to establish and maintain effective working relationships with residents, elected officials, community organizations, media representatives, vendors, and City staff.
• Strong proofreading, editing, and document preparation skills.
• Ability to analyze issues, develop solutions, and follow through on assignments.
• Proficiency in Microsoft Office Suite including Word, Excel, Outlook, PowerPoint, Teams, and related applications.
• Ability to learn and utilize municipal software systems including Tyler Eden, BS&A, and other departmental applications.
• Experience with website content management systems, social media platforms, Canva, Adobe Creative Suite, or similar communications tools preferred.
• Ability to work occasional evenings and weekends in support of community meetings, events, and outreach activities.
• Possession of a valid Michigan Driver's License with an acceptable driving record.

The selection process may include a review of qualifications, skills testing, background investigation, driving record review, and oral board interview. Candidates must successfully complete each phase of the process to advance.

Salary : $52,417 - $78,547