• Answers telephone including screening and ascertaining nature of calls, forwarding appropriate calls, taking messages and conveying information, and handling citizen complaints.
• Maintains a high-volume calendar of events through timely response to meeting requests, scheduling appointments, and conferences, confirming meetings, and reminding the councilmember of commitments.
• Prepares written correspondence on behalf of the Councilmember.
• Monitors budget for Councilmember's officeholder account; monitors expenses and activities and submits reports to Mayor/Council Office to ensure operations are within State and City guidelines.
• Performs all necessary duties related to the completion of open records request (ORRs), and ensure each is completed within the required time frame.
• Organizes meetings, events, and outreach activities including town hall meetings, neighborhood meetings, and special events.
• Updates district website to inform the public of relevant district news, announcements, meetings, agendas, and related information. Monitors social media activity related to the district and responds accordingly.
• Prepares travel arrangements on behalf of the Council member.
• Submits service requests in system and follows-up with an appropriate department representative and constituent to ensure resolution.
• Maintains the Councilmember's membership in professional organizations as the position requires.
• Maintains the district citizen and organization database and contact list.
• Prepares mileage reimbursements as needed.
• Reads prioritize and distribute incoming mail including, as needed, necessary responses.
• Maintains office supplies and district inventory log, as needed.
• Performs a wide variety of office functions, such as maintaining a filing system, archiving documents according to the department's records retention schedule, making travel arrangements, attending meetings.
• Performs other duties as assigned and in collaboration with the Council Liaison.

Four (4) years secretarial experience creating/editing letters, reports, handling appointment schedules and /or making travel arrangements.

Education: High School diploma or equivalent

• Knowledge of City policies and procedures.
• Knowledge of City operations and functions in each department.
• Knowledge of current events that impact the City and Councilmember's district.
• Ability to conduct research and compile reports.
• Ability to use office machines including personal computer, copier, and fax machine.
• Ability to communicate effectively and diplomatically both orally and in writing with other employees and the public.
• Ability to establish and maintain an effective working relationship with all levels of management, city officials, vendors, other government agencies, other employees and the general public.