Staff Assistant - Principal Council Executive Assistant
Staff Assistant - Principal Council Executive Assistant
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Job Description
Description
Do you have the desire to make a meaningful impact in a vibrant and diverse community by serving in an elected officials office Apply your passion for public service in the City of Irvine Office of Councilmember Mike Carroll. The City is nationally ranked for safety educational institutions business enterprises and quality of life.
The Staff Assistant is a self-motivated team player that has a passion for public service and learning the needs of the community. Ideal candidates are courteous detail-oriented able to handle a fast-paced environment and eager to learn about the local legislative process. The schedule for this position may include weeknights weekend shifts and some holidays.To view the Class Specifications for the role please click here.
Your Impact- Conducts research and analysis on topics related to City policies procedures operational programs agenda items etc. and prepares oral and written reports of findings to individual members of the City Council.
- Attends City business related meetings with and/or on behalf of individual City Council members as requested; assembles and distributes meeting follow-up information as requested.
- Exercises appropriate judgment in answering questions and releasing information and in analyzing and projecting consequences of decisions and/or recommendations.
- Frequent interactions with the constituency including responding and documenting constituent inquiries case management serves as first point of contact for all incoming electronic communications.
- Provides administrative and clerical support including answering phones managing correspondence scheduling meetings maintaining office supplies and managing filing systems to ensure efficient operation of the office.
- Answers phones greets visitors manages general office inquiries and schedule requests.
- Supports managers and employees through a variety of tasks related to organization and communication.
- Drafts and prepares correspondence memos and other documents.
- Assists in the development and implementation of office procedures.
- Supports the coordination and execution of events projects and meetings.
- Maintains and update databases including contacts calendar and annual events.
- Greets and directs visitors; provides general support to staff and guests.
- Represents the Councilmember in the community.
- Provides constituent service and assistance to residents with questions comments or complaints.
- Prepares biweekly e-newsletter and two or more social media posts per week
- Schedules tours of businesses nonprofits community partners.
- Writes and mails thank you letters.
- Assists in the organizing of Community Forums at City community centers.
- Organizes and staffs Councilmember booth/table at official City of Irvine events and other organization events.
- Develops and implements a system for recognizing residents businesses nonprofits and other important community stakeholders for various reasons (e.g. anniversary achievement or milestone).
- Monitors social media print media and online sources related to community news and needs.
- Conducts research as assigned to prepare for meetings and correspondence.
- Assists with calendar of events and activities and assists with scheduling appointments for the Councilmember.
- Oversees and trains interns.
- Communicates with team members to ensure smooth execution of events.
Best Fit
- Works well in a fast-paced environment with multiple competing projects with a proven track record of administrative support outstanding customer services skills and a positive can-do attitude.
- Availability during evenings and weekends to coordinate and staff community events meetings and outreach activities.
- Detail-oriented organized and skilled in writing and editing along with the ability to adapt to changing technology.
- Excel at exercising sound judgement and maintains a high-level of professionalism and confidentiality.
- Excellent interpersonal communication skills and situational awareness to communicate with precision.
- Experience in event planning managing lists/databases for the purposes of outreach to constituents.
- Experience or interest working in a government educational nonprofit or legal environment.
- Proven administrative or assistant experience.
- Excellent written and verbal communication skills.
- Strong organizational and time management skills.
- Ability to multitask and prioritize effectively.
- Proficiency in Word Excel PowerPoint Outlook Adobe Acrobat.
- Familiar with a variety of organizational concepts practices and procedures.
- Skilled in writing and editing with an eye for detail.
- Works well under pressure and is able to work independently with a positive attitude.
- Experience in event planning and managing lists for the purpose of outreach.
- Strong customer service/ community facing skills.
*The Staff Assistant is the working title for the position of Principal Council Executive Assistant.
Supplemental Information
The Mission of the Employees of the City of Irvine is to create and maintain a community where people can live work and play in an environment that is safe vibrant and aesthetically pleasing. We are one team that exists to serve our community in the continual pursuit of a City that offers an exceptional quality of life. The City of Irvines five values of HumilityInnovation EmpathyPassion and Integrityreflect the interests and needs of the community and the level of service they expect and desire. We areOne Irvinethrough embrace of a team-oriented approach by living our values every day.
The selection process will include an interview with the Councilmember and a background investigation if selected.
The Process
Please contact Elizabeth Voltz Chief of Staff atfor more information.
Equal Opportunity Employer
The City of Irvine is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities. We encourage you to inform Human Resources at least two business days prior to the first phase of the selection process if you have a disability that may require an accommodation.
Required Experience:
Staff IC
Employment Type
Full-Time
