CONSTITUENT SERVICES REPRESENTATIVE

GENERAL STATEMENT OF JOB

This classification will provide a wide range of visible and critical administrative, legislative, constituency, and event planning support to the City Council. Work will often require a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required. This classification will work extensively with elected officials and the public. Successful problem-resolution skills in an information-sensitive, confidential environment are essential.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

• Serves as liaison between the assigned Councilmember and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information.
• Interact with various officials and dignitaries involving sensitive City relations.
• Convey information among City Offices and City Councilmembers to constituents.
• Circulate documentation to appropriate persons, as instructed.
• Provide administrative/secretarial, legislative, and constituent support for city councilmembers.
• Facilitate and coordinate communication between the councilmembers, city/county/state officials, staff, agency personnel, stakeholders, and constituent in the development of legislation.
• Track advancement of legislation (resolutions/ordinances) through the legislative process.
• Responsibility may include monitoring community or committee hearings, securing testimony, and records preparation.
• Identify and monitor district specific issues.
• Work with council members to develop materials and prepare briefings.
• Review council meeting agenda packets and inform Councilmembers of any issues or concerns.
• Communicate with citizens, city administration, public officials, and/or other city employees to coordinate the receipt of inquiries from the public and provide requested information or referrals, as appropriate.
• Offer verbal or written/ typed correspondence on a variety of issues that require considerable discretion, research of the issue, judgment, and tact.
• Familiar with issues of concern addressed by constituents and the ability to explain the City’s policies and procedures relative clearly and accurately to those issues.
• Submit written reports.
• Manage daily operation of an assigned councilmember’s district office to include his/her schedule, coordination of travel and accommodations, conference registrations, and/or other travel-related plans.
• Event planning (set-up/ clean up).
• Coordinate with internal and external persons to plan and successfully execute events.
• Manage projects to include preparing research reports to gather background information and materials to prepare updates.
• Research city records, ordinances, policies, and procedures, etc., to prepare detailed reports outlining any discrepancies and recommending policies, solutions, and/or other courses of action.
• Prioritize multiple projects, meet required deadlines, and handle more than one project simultaneously.
• Process a variety of documentation associated with operations within designated time frames and per established procedures.
• Stay abreast of city councilmember assignments/projects and anticipate their needs by gathering records, reports, correspondence, statistics, or other information.
• Update and manage constituent database.
• Assist in the development and content for the assigned councilmember’s newsletter and email communications to constituent groups.
• Create content for and post to councilmember’s social medial platforms, attend community events with the councilmember to take photos, conduct outreach to local businesses, and serve as a point of contact in the office for the business community.
• Update the council district website (as appropriate).
• Brief city councilmembers on subject matter for upcoming meetings/events.
• Work with other city agencies and external entities to resolve constituent matters.
• Prioritize communication efforts of the city councilmember.
• Attend meetings and take notes for the city council member.

MINIMUM EDUCATION AND TRAINING

• Bachelor’s degree in public administration, business administration, political science, communications, or related field; or an equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities.
• One (1) year of experience in legislative/ government affairs.
• Preferred: Valid State of Georgia Notary Public certification.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Knowledge, Skills, and Abilities:

• Ability to present information clearly and in an interesting manner, both verbally and in writing, for various audiences.
• Ability to listen well and communicate effectively with citizens and employees having varied educational backgrounds and values.
• Ability to identify and access resources in addressing problems, deal tactfully with people, and resolve conflicts.
• Ability to work independently and perform tasks involving numerous details.
• Ability to use discretion and judgment in dealing with confidential, sensitive, and controversial issues.
• Ability to establish and maintain effective working relationships with management, co-workers, and representatives from other City departments, public officials, and the general public.