Community Engagement & Administrative Coordinator

City of Burlington, Vermont•Burlington, VT

2d•Onsite

About The Position

This position supports the City’s public engagement efforts with a specific focus on creating a warm, welcoming, and informative experience for all visitors, including non-native English speakers to the reception area of the third floor of City Hall. This position is additionally responsible for providing administrative support to department staff with an emphasis on clerical support. Union Affiliation: American Federation of State County and Municipal Employees (AFSCME) Pay Grade 14: $27.00 - $30.07 Hourly Remote Tier 1: Zero (0) days remote/week

Requirements

Ability to actively support City diversity, equity, and cultural competency efforts within stated job responsibilities and work effectively across diverse cultures and constituencies.
Demonstrated commitment to diversity, equity and inclusion as evidenced by ongoing trainings and professional development.
Completion of an Associate’s Degree and three years experience in an office environment.
Additional experience may be substituted for a degree requirement on a two-for-one year basis.
Computer proficiency in word processing, spreadsheets, database, web and desktop publishing applications required.
Specific proficiency in Word, Excel, Access, Front Page, Publisher, PowerPoint and Adobe Acrobat required.
Ability to be able to work in a team environment, while also being self-directed.
Ability to adapt to changing job duties and be able to multi-task.
Ability to be able to assume administrative responsibility and carry out tasks with minimal instruction.
Ability to be able to plan, organize and coordinate workload of self and subordinate(s).
Ability to display excellent verbal and written communication skills.
Ability to interact well with the public.
Some evening work required.

Responsibilities

Manage the third floor of City Hall’s front office to foster a warm, welcoming, inclusive, and informative experience for visitors.
Greet constituents via in-person, telephone and email communication and provide appropriate resources or route questions/concerns to appropriate individuals; following-up on constituent concerns in the capacity of short, medium and long-term case management.
Maintain a database of constituent contacts that categorizes issues of concern from the Burlington public to help inform leadership on policy making.
Provide administrative support for the department staff, including work with public boards, committees and events. This support includes, but is not limited to, circulate agendas; schedule meetings and meeting space; warn meetings; record, transcribe and distribute minutes; assure follow-through to meeting issues; maintain records and files; working weekend events as needed; assist in developing and disseminating outreach materials, publicity and signage plans; facilitate communication with other City Departments.
Communicate with constituents via interpreters either virtually or in-person, in accordance with the City of Burlington Language Access Policy and the Vermont Human Rights Commission Guidelines on language access.
Monitor and replenish office supplies inventory, including paper goods, writing materials, cleaning products, and kitchen/breakroom essentials.
Handle posting information created by other staff on CEDO social media platforms, Front Porch Forum, and additional community channels.
Prepare documents for electronic signature using DocuSign.
Inform appropriate staff members that their visitors have arrived and ensure that all visitors are accompanied when visiting the third floor of City Hall.
Open, sort and distribute mail.
Update and/or maintain records manually or by computer as may be required.
Assist the Department with document management, specifically in the transition of shared drive document storage to cloud-based document storage.
Serve as Point of Contact for the Department’s public records requests (Freedom of Information Act) and support timely response to FOIA.
Update various department data reports with information received.
Respond to email communications as directed.
Perform routine mathematical calculations as required by functional assignment.
Perform other clerical duties as needed such as filing, shredding, photocopying and collating.
Assist in the preparation of grant applications and other documents, including word processing, photocopying and distribution.
Assist CEDO colleagues with mass mailings: printing letters, stuffing envelopes, and getting the mail out to the community.
Support CEDO staff with CDBG, HOME, and Downtown Vibrancy Grant applications and reporting.
Assist in maintaining department web pages.
Provide research support for department staff as requested.
Updating and disseminating brochures, posters and program information.
Assist department staff with special projects.
Other duties as required.