Job Description

Salary : $105,000.00 - $125,000.00 Annually

Location : Brawley, CA

Job Type: Contract EE

Job Number: 202300060

Department: Records Administration

Opening Date: 01/07/2025

Closing Date: 1/21/2025 11:59 PM Pacific

Description


DEFINITION: Under general supervision of the City Manager, performs, coordinates, and oversees a wide variety of highly responsible and complex administrative and analytical duties in support of the City Manager. Performs professional-level work developing, organizing, and managing citywide communication efforts. Identifies and assists in the development and dissemination of appropriate and coordinated citywide communications. Develops, implements, and tracks the citywide communication strategic plan. Establishes a cohesive visual identity and voice for external City communications. Manages the Records Management Division for the department by providing responsible and technical review. Develops, organizes, and maintains an ongoing records management program throughout the City to ensure the City's records are collected, maintained, destroyed, or archived in a methodical, efficient and cost-effective manner. Ensures compliance with State Public Records Statutes. Supervises other support staff and performs other duties as assigned.
SUPERVISION RECEIVED AND EXERCISED : Receives direction from the City Manager. May oversee various departments and administrative functions of professional and technical staff members.

EDUCATION & EXPERIENCE AND LICENSE: Completion of a Bachelor's Degree from an accredited college and four (4) years of increasingly responsible administration and analytical work experience in public relations or a related field. An equivalent combination of education and experience that would be needed to meet the requirements of the position would also be considered. Experience working for a public agency is desired. Possession of a valid California Class C driver's license with an acceptable driving record.

Examples of Duties


EXAMPLES OF ESSENTIAL DUTIES AND RESPONSIBILITIES : Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks to address business/organizational needs and changing business/organizational practices:

• Assumes direct responsibility for monitoring and administering a variety of specialized programs; assists in developing goals and objectives for the City Manager; implements and administers policies and procedures.
• Supervises and coordinates work of support staff.
• Assists with Developing, implements and administers operational, administrative programs, and other policies and procedures as assigned.
• Develops and prepares bid proposals and specifications; conducts bid conferences; administers a variety of maintenance and service contracts.
• Prepares and presents staff reports to the City Council and other Boards and Commissions.
• Assists in the preparation and administration of departmental budget; maintains and monitors appropriate budgeting controls.
• Collects, compiles, and analyzes complex information on a variety of specialized topics; prepares reports which present and interpret data, and identifies alternatives; makes and justifies recommendations.
• Participates in special projects including complex research of new programs and services for the city.
• Researches the recording and tracking of legislation in support of various programs in area of work assigned.
• Receives, researches, routes and follows up on complaints, requests of information and questions from the general public; reviews problems and recommends corrective actions; prepare summary reports as required.
• Manages public information.
• Coordinates and prepares correspondence and other documents for the City Manager and City Council, which includes but is not limited to City Council Agendas and Minutes, reports, letters, memos, proclamations, certificates, letters of commendation, etc.
• Schedules and coordinates meetings and appointments, takes minutes of City Council meetings, and various committee or special meetings, follows up on action items.
• Screens telephone calls, emails and other inquiries for the City Manager and Council members, responds and resolves issues as appropriate.
• Serves as backup to clerical staff in answering telephones and serving citizens at the front counter. Assigns and reviews the work of clerical staff.
• Researches policies, procedures and ordinances for special and ongoing projects and makes recommendations based on that research.
• Organizes and coordinates ongoing and special events including employee newsletter, employee recognition ceremonies, elected officials' receptions, and various other activities.
• Develops, implements, and tracks progress of a citywide communications strategic plan.
• Plans and coordinates the City's strategic communication efforts, including internal and external communications, public presentations, and council meetings.
• Facilitates the preparation and dissemination of news releases regarding City events, services, and regulations in conjunction with City staff.
• Oversees and manages consultants with the development and distribution of a variety of communication, public relations, and crisis communication materials and major video productions in coordination with City staff.
• Serves as webmaster for City's website.
• Promotes community awareness through marketing and public relations strategies, education, and other programs, including events, print media, the City website, and social media.
• Produces small scale videos, design and copy of programs, and projects and services for the City's main social media platforms.
• Manages graphic arts activities - establishing quality, content, and design of informational materials for public distribution, in accordance with citywide brand guidelines.
• Manages the City's main social media platforms; including tracking engagement across social media channels; recommends and implements methods to increase reach. Maintains contacts with the news media to assure accuracy of City information disseminated and identifies and corrects reporting errors; acts as the media liaison and may serve as a media spokesperson.
• Represents the City at various meetings; makes presentation to groups as required.
• Expands communication channels to reach more city residents and stakeholders; including recommending and implementing changes to make city communications more accessible.
• Manages the records division by evaluating and managing the city-wide records management program to ensure the city's records are collected, maintained, destroyed, or archived in a methodical, efficient, and cost-effective manner.
• Ensures compliance with state public records statutes. Implements changes and maintains a city-wide records compliance program.
• Monitors records retention schedules and ensures city-wide compliance.
• Manages paper and electronic records, including records retention schedules and training programs for the City Clerk and all City staff.
• Manages and serves as administrator of the Electronic Imaging Software Program.
• Oversees retention of the official records of the City in custody of the City Clerk's office to ensure documents are carefully maintained according to approved retention schedule, State statute and the City records management policy. Annually reviews and updates retention schedule.
• Researches, analyzes, and prepares recommendations for new services, program development and needs as related to the function of records management.
• Responds to inquiries regarding interpretation of policies, procedures, precedents, rules and regulations and Federal, State, and local laws as applicable to records management, and works collaboratively with the City Attorney regarding legal issues in Records and Information Management.
• Works collaboratively with the City Clerk and Information Technology staff to ensure electronic records are maintained in accordance with public records statutes.

Typical Qualifications


REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:

• Knowledge of various methods of research, program analysis, and report preparation.
• Knowledge of local, state, and federal statutes and regulations.
• Knowledge of the Municipal Code and other city ordinances and regulations.
• Knowledge of principles in supervision and training.
• Knowledge of principles and practices of budget administration.
• Knowledge of public relations techniques.
• Knowledge of interpersonal skills using tact and diplomacy.
• Knowledge of proper English usage, spelling, grammar, and punctuation.
• Knowledge of modern office procedures, methods and equipment including computer software and hardware.
• Knowledge of the organization and outside agencies as necessary to assume assigned responsibilities.
• Knowledge of principles and practices of managing and coordinating community-based communications.
• Knowledge of methods and techniques of graphic design, videography, photography, web, multimedia, and presentation production.
• Knowledge of planning and preparing media releases, social media posts and other forms of communication.
• Knowledge of principles and practices of municipal record management systems.
• Skill in the operation of a personal computer and related software to perform word processing, spreadsheet operations, data base operations and other related areas.
• Ability to make decisions, maintain composure, and works effectively under stressful conditions.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to prepare and present clear, concise, and accurate reports orally and in writing.
• Ability to interpret and apply laws, ordinances, memoranda of understandings, rules, regulations, policies, and procedures.
• Ability to maintain confidentiality of information.
• Ability to effectively organize and prioritize own work, coordinate projects, set priorities, meet deadlines and follow-up assignments.
• Ability to direct the activities and review the work of co-workers and other staff as assigned.
• Ability to follow and effectively communicate verbal and written instructions.
• Ability to establish and maintain effective working relationships with City employees, retirees, labor representatives, employees of other agencies, vendors, and the general public.
• Ability to work independently or as a team member.
• Ability to lead, mentor and develop subordinates.
• Ability to plan, develop, and coordinate effective marketing, communications management, and public relations programs.
• Ability to exercise judgement in the release of information.
• Ability to write creatively, organize news material, and determine an appropriate story emphasis.
• Ability to gather and verify news information through interviews, observations, and research.
• Ability to accurately summarize and record proceedings.

Supplemental Information


PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:
Work is performed in an office environment and may require occasional travel to offsite facilities. Job duties involve sitting, standing, and walking for prolonged or intermittent periods of time, and reaching, bending, and twisting at the waist to perform desk work and operate general office equipment, including a personal computer and keyboard, for prolonged or intermittent periods of time. The operation of a personal computer also requires finger and wrist dexterity and the ability to withstand exposure to vibration, pitch, and glare from the computer. Will be required to speak and participate in internal and public meetings. Additionally, the position requires near vision in reading correspondence and statistical data. Acute hearing is required when providing phone and personal service. Noise level in the work environment is usually low. Employee must be able to safely lift and carry books, files and reports weighing up to 25 pounds. Must be able to lift files and reports from counter tops or file drawers.
Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, short-term disability, holidays, vacation, and sick leave.

Part-time employees benefits include bi-weekly earned sick leave at a rate of 1 (one) hour for every 30 (thirty) hours worked with a maximum accrual of 48hours.

To learn more details, visit our page. City of Brawley, CA

Job Tags

Holiday work, Full time, Contract work, Temporary work, Part time, Work experience placement, Local area, Flexible hours,

Similar Jobs