Job Information
City of Reno, NV Mayoral Relations Administrator in Reno, Nevada
Mayoral Relations Administrator
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Class Title
Mayoral Relations Administrator
Class Code
1591
Salary
$100,796.80 - $132,038.40 Annually
Definition
Benefits
Classification Description Summary
Under general direction, provide support to the Mayor by performing highly-specialized, varied, complex, and confidential administrative, secretarial, advanced clerical, and programmatic support functions, with only occasional instruction or assistance, and assists with special events/programs, projects, and research; and has considerable impact on the perceptions and effectiveness of the Office of the Mayor.
The Mayoral Relations Administrator provides administrative support to the Mayor requiring the exercise of sound judgment and discretion on policy and administrative matters involving sensitive and confidential information. The incumbent is expected to operate in a professional and courteous manner as to ensure open avenues of communication for constituents and the promotion of enhanced public understanding of the programs, policies and activities of the Office of the Mayor and the City of Reno. The nature of the position requires the individual to be able to function independently, taking initiative to ensure service delivery.
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
CORE COMPETENCIES
The following core competencies are the aptitudes, beliefs or actions that reflect the values of the organization, ultimately moving the organization toward the mission. Highly successful employees at the City of Reno will demonstrate these core competencies.
Pride - Act in stewardship of public resources and public trust. Take ownership of the success of the City mission seeking excellence in every act, and delivering efficient and high quality service. Strive to maximize public benefit and takes pride in the community we are creating.
Creativity - Demonstrate forward thinking and embraces opportunities for continuous improvement. Thoughtfully overcome challenges and seek new solutions to resolve issues. Use innovation to further the mission of the City of Reno.
Integrity - Treat people with courtesy and respect. Achieve a standard of excellence, honoring City policies and all regulatory requirements. Hold self and others accountable and assume a position of trust bringing honor to the mission of the City of Reno.
Respect - Instill public faith in the City of Reno by demonstrating a heart for public service and treating all people with dignity. Remain approachable and seeks to effectively communicate in a way that values others as a part of a greater community that we are all proud to call home.
Welcoming - Demonstrate knowledge, understanding, appreciation, and commitment to a community that is diverse, equitable and inclusive. Hold self and others accountable in support of diversity and the richness it brings to our community. Cultivate a sense of belonging and appreciation; dedicate self to being part of creating and advancing a respectful and welcoming community, and uphold equity for all members of the community and organization.
POSITION COMPETENCIESThe following position competencies are typical of the dispositional standards and expectations for this classification. Additional competencies may be required for the successful performance of the position or to address business needs and changing business practices.
Collaborating with Others – Working together with others in a cooperative and supportive manner to achieve shared goals. Ability to create productive relationships interdepartmentally and with outside agencies.
Effective Communication – Ability to communicate in variety of ways with those across roles, generations, social identities and geographies to transmit information, lead and inspire. Managing, controlling and monitoring the nature of information and communication directives to ensure that information needs are met.
Efficiency – Planning ahead, managing time well, being on time, being cost conscious, thinking of better ways to do things. Ability to anticipate problems in advance and develop solutions.
Collegiality – Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment. Sharing expertise through consultation. Actively promote solutions to problems through interdisciplinary approaches.
Accountability – Achieving a standard of excellence with our work processes and outcomes, honoring City policies and all regulatory requirements and hold members on your team to the same standard.
Essential Functions
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Coordinate communication on behalf of the Office of the Mayor, including, but not limited to, receiving and screening visitors and office phone calls; receiving and responding to emails and letters by issuing return communication within two (2) business days of receipt; responding to requests for City branded items, proclamations, letters of support, and fulfilling other requests.
Serve as liaison between the Office of the Mayor and internal and external stakeholders, including members of the community/general public and outside groups and agencies; appear before special interest and civic groups to present materials; and assess community engagement efforts, identify common themes and potential improvements.
Facilitate the coordination of events, activities, and meetings by coordinating requests with the Scheduler; and provide guidance for City representation at special events.
Prepare the Mayor for daily activities by coordinating logistics and arrangements; setting-up meeting rooms; preparing and/or assembling meeting materials.
Identify, triage, address, recommend actions, and respond to constituent complaints, concerns, inquires and/or requests for information relating to assigned responsibilities.
Prepare and provide general and specialized information regarding assigned function that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; and explain programs, policies, and activities related to specific program area of assignment.
Plan and coordinate logistics for multiple assignments and project activities simultaneously that involve a combination of priorities, including, but not limited to State of the City addresses, special events, public appearances, ceremonial presence, and community clean-up events.
Draft, format, edit, revise, and print a variety of documents including, but not limited to, communication from the Office of the Mayor, speeches, talking points, reports, correspondence, memoranda, agenda items and staff reports, and other specialized and technical materials from rough drafts, dictation, modified standard formats, and brief verbal instructions.
Proofread, verify, and review materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials, reports, and packets for signature are accurate and complete.
Participate in the collection, compilation, and analysis of information from various sources on a variety of specialized topics; participate in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
Maintain accurate and up-to-date office files, records, and logs for assigned areas; develop, prepare, and monitor various logs, accounts, and files for current and accurate information.
Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; create and maintain computer based tracking information and reports including assigned databases, records, and lists; create standard statistical spreadsheets; input corrections and updates; assist in the compilation of reports.
Prepare special reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources.
Operate and utilize a variety of office equipment, computer applications, software packages, and social media platforms; using appropriate platform enter data, maintain and generate reports, create and administer mailing lists, design and maintain reports, create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms.
Attend to a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and keeping reference materials up to date; organize and maintain office and specialized files in accordance with the City’s records management program.
Assist in assembling and preparing the annual budget for assigned area; monitor expenditures against budget; prepare purchase requisitions and requests for payment.
Plan, arrange, coordinate, book, process, and confirm travel arrangements and process travel expense claims.
Plan and organize work activities; recommend improvements in work flow and procedures; implement improvements as approved; develop and revise office forms and report formats as required; and organize and maintain record keeping and filing systems.
As assigned, arrange and coordinate meetings for assigned commission, board, agency, and/or other groups; draft and finalize agendas, minutes, and correspondence; coordinate assembly and distribution of agenda packets; prepare legal notices for publication and mailing; attend meetings and takes, transcribes, and assures proper distribution and filing of minutes, resolutions, and ordinances.
Perform related duties as required.
Minimum Qualifications
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:
Pertinent federal, state, and local laws, codes, and regulations.
Functions of public agencies including the role of an elected Council and appointed boards and commissions.
Organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
Advanced methods and techniques of customer service and public relations.
Office procedures, methods, and equipment including computers.
Relevant technology skills and the ability to quickly master new or updated software.
Principles and practices of fiscal, statistical, and administrative research and report preparation.
Principles and procedures of record keeping.
Principles and practices used in establishing and maintaining files and information retrieval systems, including electronic files and databases as well as web-based tools.
Principles and practices of sound business communication including excellent phone skills.
Principles of business letter writing and report preparation.
Mathematical principles.Basic accounting and bookkeeping principles and practices.
Basic principles and practices of budget preparation and administration.
Ability to:
Perform a highly-specialized, varied, complex, and confidential administrative, secretarial, advanced clerical, and programmatic support functions of a general or specialized nature in support of the Office of the Mayor with only occasional instruction or assistance.
Ability to stay on task and effectively manage distractions.
Constructively accept changes in projects and tasks midstream and complete them successfully.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply general and specific administrative and departmental policies and procedures.Interpret and apply applicable federal, state, and local laws, codes, and regulations.
Operate office equipment.
Use technology fluently including office programs, social media and web-based tools.
Type and enter data at a speed necessary for successful job performance.
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Participate in researching, compiling, analyzing, and interpreting data.
Participate in the preparation of a variety of administrative and financial reports.
Establish, organize, and maintain a variety of specialized files and records including electronic records management.
Independently prepare correspondence and memoranda.
Perform accounting, expense management and budget tasks accurately.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Plan and organize work to meet changing priorities and deadlines.
Understand and carry out oral and written directions.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.Work cooperatively with other departments, City officials, and outside agencies.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Work in a team based environment to achieve common goals.
Coordinate multiple projects and complex tasks simultaneously.
Meet the physical requirements to safely and effectively perform the assigned duties.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training:
Equivalent to completion of the twelfth grade supplemented by specialized business or administrative training. Additional specialized or college level course work in business administration, office management, public administration or a related field is highly desirable.
Experience:
Five years of increasingly responsible office administrative and secretarial experience that includes two years at an executive level. Experience in a municipal government is highly desirable.
License or Certificate: Possession of an appropriate, valid driver's license.Supplemental Information
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office setting; frequent contact with employees City-wide, elected officials, and with the public.
Work Schedule: In addition to regularly scheduled work hours, evening and weekend work will be required.
Travel: Regular travel in and around the Reno-Sparks Combined Metropolitan area. Up to 10% of time for travel outside of the Reno-Sparks Combined Metropolitan area.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight – up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Please use this Health and Welfare Benefit Link (http://www.reno.gov/government/departments/human-resources/benefits) to learn more about the City of Reno's great employee benefit plans and wellness programs.
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