Special Assistant to the Mayor - Bloomington, United States - City of Bloomington, IN

Description

Incumbent coordinates and organizes the Mayor's daily activities and meetings, briefs the Mayor on a wide range of issues, and serves as the first point of contact for anyone who has business with the Mayor.

This job description is illustrative only and is not a comprehensive listing of all job functions performed.

The following are essential duties for this position, performed with or without reasonable accommodation:

Essential (primary)

Schedules Mayor's appointments, meetings and appearances, maintaining an organized schedule.

Briefs the Mayor with information and documentation in preparation for appointments, meetings and appearances.

Accompanies Mayor to meetings, provides audio/visual support, takes notes and photographs, and records action items. Follows up on and tracks progress on action items from Mayor's meetings.

Screens incoming calls for the Office of the Mayor.

Authors correspondence on behalf of the Mayor. Prepares presentations, drafts responses and creates other documents issued by the Mayor as needed.

Maintains up-to-date knowledge about and awareness of City functions, programs, and priorities. Researches issues on behalf of the Mayor.

Arranges Mayor's travel itinerary and reservations, processes documents for advance travel money and reimbursement of business expenses.

Non-Essential (secondary)

Assists in scheduling promotional City events such as luncheons and receptions, and greets special visitors.

Serves as the Mayor's representative on various City and community committees, as necessary.

Performs related and all requested duties as assigned.

Minimum knowledge equivalent to a bachelor's degree.

Minimum experience of at least three years in an executive administrative role, preferred.

Extensive knowledge of business English, grammar, punctuation, spelling, public relations and telephone etiquette and business/political protocol.

Ability to recall and relate information accurately, reliably and timely and to understand and carry out complex oral and written instructions, prioritize work and meet deadlines.

Ability to exercise sound judgment and discretion in applying and interpreting operational rules, regulations, policies and procedures.

Ability to research and compile data, prepare correspondence and reports, write original material, and maintain confidentiality of information.

Ability to communicate clearly and concisely, orally and in writing.

Proficiency in the use of office technology and software such as Microsoft Office, Google Workspace, etc.

Ability to effectively communicate with City officials, community leaders, agencies, and the general public in a tactful and courteous manner and present a positive image for the City during varied situations and circumstances.

Difficulty of Work

Incumbent performs duties in a modern office environment with no unusual physical demands.

Work schedule follows the Mayor's calendar and will regularly include evening and weekend events.

Duties require the incumbent to act as the representative of the Mayor and maintain a high level of decorum, often in the face of escalated complaints.

Personal Work Relationships

Incumbent maintains daily contact with Mayor, Deputy Mayor, department staff, other city employees, and members and organizations of the general public for a variety of purposes including coordinating department activities and explaining or interpreting department policies to render service, carry out policies, or maintain coordination.