Support Services Assistant-LEGISLATIVE

City of Sanibel•Sanibel, FL

17h•Onsite

About The Position

Under general supervision of the City Clerk, this position is responsible for greeting visitors, managing a multi-line phone system, posting City announcements on social media and other platforms, and developing and processing press releases. The role also involves performing clerical and administrative tasks related to managing web-based citizen communication software, processing City-wide contracts, serving as a recording secretary for committees and boards, assisting departments with the operation of Legistar software, maintaining office supplies, and processing invoices and credit card purchases through Munis software. Additionally, the position performs records management functions, including creating electronic files, archiving documents, and indexing images according to established guidelines.

Requirements

Associates Degree.
Three (3) years progressively responsible administrative type experience in support services functions such as public relations, communications, journalism, information technology or an equivalent combination of education and experience.
Strong writing skills.
Excellent computer skills.
Ability to read and comprehend complex oral instructions, correspondence and memos.
Ability to write press releases, develop brochures and posters.
Knowledge of computer word processing systems.
Knowledge of prescribed formats and procedures in preparation of summary minutes.
Knowledge of indexing and filing systems.
Ability to effectively present information in one-on-one and small group situations to citizens, contractors, and others who have business with the City.
Excellent people skills.
Ability to multi-task.
Ability to provide quality products.
Ability to work quickly and with accuracy.
Ability to apply common sense understanding to carry out detailed but generally routine written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Knowledge and ability to use the City’s software systems.

Responsibilities

Meeting and greeting visitors to the City.
Answering a multi-line telephone system.
Posting City e-mail announcements, Constant Contact, and other City social media.
Developing and processing press releases for web-based posting, social media updates, and general public release.
Administering the City’s web-based citizen communications software concerning access to City services and information.
Processing and maintaining City-wide contracts and related software.
Serving as recording secretary for assigned City Committees and Boards.
Assisting Departments with the operation and training of employees in the use of Legistar.
Maintaining office supplies and processing all Department invoices and credit card purchases through the Munis software system.
Performing records management functions by creating electronic files and archiving documents.
Indexing and storing images according to pre-determined guidelines, ensuring scans are precise and adhere to prescribed guidelines.
Composing and typing general correspondence.
Drafting and posting approved information such as press releases and other information.
Writing and/or processing press releases for web-based posting, social media updates and general public release as directed.
Providing photographic support as required and performing web-based updates, including photographs.
Remaining current on technology changes relating to communications.
Serving as the citizen communications software help-line administrator for user access to the system.
Receiving non-emergency requests through the web-based program, maintaining a log of requests and following up to assure completion and final response.
Monitoring san.council mail on a daily basis for referral to the City Manager.
Maintaining the night ring recording messages.
Maintaining records and documents for scheduled Committee meetings and preparing final agendas for posting.
Preparing and distributing related materials for meetings as needed.
Taking, transcribing and typing minutes of City Council appointed committee meetings.
Referring draft minutes of committee meetings through the City Clerk to the City Manager with recommendations as necessary.
Maintaining official committee file of minutes following approval.
Administering the City’s vendor contract process and related software.
Serving as the City expert in the Legistar software assisting Departments in the use of Legistar.
Ordering supplies for the Legislative and Administration Departments and distributing requisite charges.
Creating electronic files and archiving documents under the City’s records management program.
Indexing and storing images according to guidelines ensuring scans are precise and adhere to prescribed benchmarks.