Mayor & City Council Support Specialist

City of Charlotte•Charlotte, NC

14d•Onsite

About The Position

The Mayor & City Council Support Specialist Associate plays a crucial role in supporting members of the Mayor & City 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. Exercise discretion and independent judgment in managing Mayor & 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 Mayor & 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 Mayor & City Council members, ensuring their calendars are up-to-date, and the elected officials are 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 Mayor & 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 Mayor & 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 elected officials. 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 Mayor & City Council members and requests in partnership with I&T.

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
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

Responsibilities

Exercise discretion and independent judgment in managing Mayor & 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 Mayor & 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 Mayor & City Council members, ensuring their calendars are up-to-date, and the elected officials are 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 Mayor & 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 Mayor & 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 elected officials
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 Mayor & City Council members and requests in partnership with I&T