Support Services Assistant-LEGISLATIVE

Under general supervision of the City Clerk, is responsible for: meeting and greeting visitors to the City; answering multi-line telephone system; posting City e-mail announcements, Constant Contact and other City social media; developing and processing press releases for web-based posting, social media updates and general public release as directed; and performing assigned clerical and administrative tasks relating to:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Meets and greets visitors to the City and answers multi-line telephone system and performs clerical and administrative tasks as assigned.
• Composes and types general correspondence relating to areas of responsibility.
• Drafts and posts approved information such as press releases and other information.
• Writes and/or processes press releases for web-based posting, social media updates and general public release as directed.
• Provides photographic support as required and performs web-based updates, including include photographs.

• Remains current on technology changes relating to communications.
• Performs tasks relating to the City’s web-based citizen communications software concerning access to City services and information.
• Serves as the citizen communications software help-line administrator for user access to the system as requested by City residents, property owners, contractors and others by for City services and general information.
• Receives non-emergency requests through the web-based program, maintains a log of requests and follows up to assure completion and final response to the CSS users.
• Monitors san.council mail on a daily basis for referral the City Manager.
• Maintains the night ring recording messages.
• Maintains records and documents for scheduled Committee meetings and prepares final agendas for posting. Prepares and distributes related materials for meetings as needed.
• Takes, transcribes and types minutes of City Council appointed committee meetings.
• Refers draft minutes of committee meetings through the City Clerk to the City Manager with recommendations as necessary. Following approval of minutes, maintains official committee file of minutes.
• Administers the City’s vendor contract process and related software.
• Serves as the City expert in the Legistar software assisting Departments in the use of Legistar.
• Responsible for processing all Department invoices and credit card expenditures through the Munis software system.
• Responsible for ordering supplies for the Legislative and Administration Departments and distributing requisite charges.
• Responsible for creating electronic files and archiving documents under the City’s records management program. Indexes and stores images according to guidelines ensuring scans are precise and adhere to prescribed benchmarks, thereby eliminating paper copies, reducing use of space, providing ease of access to documents, improve security and accountability of files.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:
Associates Degree; supplemented by three (3) years progressively responsible administrative type experience in support services functions such as public relations, communications, journalism, information technology or an equivalent combination of education and experience. Strong writing and excellent computer skills required.

• Ability to read and comprehend complex oral instructions, correspondence and memos.
• Ability to write press releases, develop brochures and posters
• Knowledge of computer word processing systems
• Knowledge of prescribed formats and procedures in preparation of summary minutes
• Knowledge of indexing and filing systems
• Ability to effectively present information in one-on-one and small group situations to citizens, contractors, and others who have business with the City.
• Excellent people skills with the ability to multi-task is essential.
• Ability to provide quality products, work quickly and with accuracy.
• Ability to apply common sense understanding to carry out detailed but generally routine written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Knowledge and ability to use the City’s software systems.