Mayor & City Council Support Specialist Associate

City of Charlotte • Charlotte, NC

2d

About The Position

The Mayor & City Council Support Specialist Associate plays a crucial role in supporting members of the Council by ensuring the smooth operation of their professional responsibilities, which includes anticipating the needs of the executive and acting proactively. This position functions under the direction of the City Chief of Staff. It requires collaboration as part of the Office of Constituent Services team (OCS Division Manager, Council and Mayoral Support Specialists, and Special Assistant to City Council). The functions fall into the following categories: 1. Administrative Support 2. Communication and Liaison 3. Meeting and Event Coordination 4. Discretion 5. Office and Resource Management

Requirements

• Associate degree and three (3) years of related experience or a bachelor’s degree and One (1) year of related experience
• Excellent organizational, interpersonal, and written/oral communication skills
• Demonstrated ability to establish and adhere to priorities and multitask in a fast-paced environment
• Positive attitude and supportive, team-based approach
• Non-political and can serve all political parties
• Ability to interact on a professional level with City staff and City Council members
• Ability to set work priorities and meet deadlines
• Schedule flexibility allowing for occasional assignments on weeknights and weekends
• Ability to maintain highly sensitive and confidential information; set priorities and takes initiative and exercise sound independent judgment within the areas of responsibility, and establish and maintain effective working relationships with public officials, organizations, departments and teammates
• Adapt to and manage rapidly changing priorities to meet the needs and expectations of elected officials, executives, and staff
• A candidate must be able to: Sit for long periods of time at a desk to work at a computer Talk to guests and callers Hear callers and guests The ability to operate a computer, telephone, access files, printer and other office machinery Move around to different rooms and offsite locations for meetings and site visits Evaluate information that is highly sensitive and practice sound judgement Read and comprehend emails, materials, letters, invitations and more then determine how council should reply

Nice To Haves

• Bilingual preferred

Responsibilities

• Exercise discretion and independent judgment in managing Council matters and constituent concerns, demonstrating strategic thinking and the ability to act with minimal supervision
• Collaborate with internal departments, external agencies, and community stakeholders to advance Council initiatives, anticipate challenges, and implement proactive solutions using sound decision-making
• Ensure the seamless and efficient operation of the Office of Constituent Services by applying a forward looking, solutions driven approach that supports City Council priorities and organizational goals
• Analyze constituent inquiries and service requests to identify trends, recommend solutions, and coordinate appropriate departmental responses
• Effectively manage calendars/schedules for assigned City Council members, ensuring their calendars are up-to-date, and the Council Member is informed of upcoming meetings/events, validate the relevancy of meetings, and provide supplemental background information on the meeting topics and key meeting attendees. Includes the coordination of elected officials’ calendars for special events and visits from external stakeholders.
• Receive and screen visitors and telephone calls, providing information, and handling issues that may require sensitivity and the use of sound independent judgment.
• Efficiently manage voicemail and multiple email inboxes, promptly determining the priority of and route assigned of incoming correspondence, including email, mailed letters, and invitations, responding accordingly
• Enter the elected official's requests for talking points, covering greetings, speeches, and pertinent details for a range of events into Monday.com (Some are composed and drafted by OCS staff)
• Coordinate, arrange, and confirm assigned meetings and travel for City Council members. Process travel requests and expenses in Concur/Munis
• Fulfill public records requests for the elected officials by researching and collecting all pertinent communication, including Council's emails and text messages
• Analyze complex administrative problems and prepare recommendations with a high level of discretion
• Organize and execute town halls for the Mayor Pro Tem and Council members
• Support Monday's Council & Zoning meetings by ensuring proper meal setup by caterers and welcoming/directing attendees into the Chamber, among other related tasks
• Provide additional administrative support as needed, which may include special project assignments.
• Offer support to colleagues by providing backup assistance and aiding with the care of their designated officials in their absence from the office
• Provide technology support to assigned City Council members and requests in partnership with I&T

Benefits

• The City of Charlotte provides a comprehensive benefits package to eligible employees. Click here to learn more about the City of Charlotte’s benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees