The Agenda Services Manager is a Community Relations Coordinator for the Office of the Mayor and reports directly to the Mayor's Public Information Officer, with additional oversight and direction from the Chief of Staff. The Agenda Services Manager interfaces directly with the Mayor, providing him with staff support as he chairs City Council and Committee meetings. This position requires a staff person who epitomizes professionalism in the workplace, who can handle challenging situations with tact and confidentiality, and who is extremely organized.
The Agenda Services Manager/Community Relations Coordinator provides staff support for the Mayor at all City Council; Rules and Open Government Committee; and other legislative bodies on which the Mayor serves. This position provides a key interface within the Office of the Mayor and the City Administration (Offices of the City Manager, City Clerk and City Attorney, and departments); the ten City Council members; and the public on matters appearing before the City Council and other issues of concern to our residents. The Agenda Services Manager/Community Relations Coordinator also manages constituent input and concerns received via mail, phone, or email.
The responsibilities of the position include:
* Providing staff support for the Mayor for City Council and Committee meetings or other legislative meetings, including managing the agenda for the meetings, organizing the Mayor's meeting binders and agenda notes, and coordinating public recognition through proclamations and commendations presented at the City Council meetings or at other public events (Note: these duties require exceptional skills organizing vast amounts of information.);
* Advising Mayor and Senior Staff on various Council and City policies related to the Council/Committee meeting Agenda process.
* Providing training to Council Offices on Council/Committee meeting policies, procedures and deadlines.
* Working with the Office of the City Clerk and City Manager's Office to coordinate Council meeting, Committee meeting and Study Session logistics. Coordinating arrangements for meetings, programs, community events, and other civic functions with concerned individuals and parties as needed.
* Overseeing the records management and retention program for the Mayor's Office and coordinating all Public Records Requests for the Mayor's Office.
* Representing the Office of the Mayor with City Council offices, City Administration and departments, and the residents and businesses of San Jose with matters pending before the City Council or other agencies;
* Answering inquiries received by mail or e-mail, resolving complaints, and interpreting City operating policies for San Jose residents and other interested parties;
* Managing the filing of disclosure documents required for the office, including FPPC and City documents (such as the Form 700);
* Planning and coordinating special events for the Office of the Mayor such as the State of the City, flag-rasing events, and weekly ceremonials and commendations;
* Under the direction of the Mayor's communications team, draft articles for the newsletter, website, and media bulletins;
* Editing and proof-reading website content, officials letters, and other documents.
* Excellent writing skills. Candidates must be able to write resolutions, letters, emails, requests, memoranda, and other materials for Committees and the City Council agenda that are clear, concise, effective, professional, and grammatically and factually accurate.
* Excellent communication and exceptional customer service skills, including the ability to work with individuals from diverse backgrounds and experiences with empathy and professionalism.
* Ability to develop and maintain effective working relationships, to work in an open and approachable manner with elected and appointed officials, the media, the public and staff at all levels;
* Ability to manage multiple projects and tasks simultaneously, often under tight deadlines and in a changing, complex environment;
* Strong organizational skills;
* Ability to research, analyze, and present background information on a wide variety of assigned projects, programs and topics, relative to issues pending before the City Council.
* Ability to work nights and weekends as required.
* Bilingual language fluency in Spanish or Vietnamese (written and oral skills) is desirable.
A routine background inquiry, including reference checks, will be required of the final candidate(s) prior to employment.
Any combination of training and experience that provides the knowledge, skills and abilities to advise the Council member on matters of public policy, democratic process, constituent service or citizen involvement.
1. Education: Bachelor of Arts (B.A.) degree (or equivalent) from an accredited college or university, preferably in Political Science, History, Communications, Journalism, Sociology, English, Public Relations, or other field providing education in critical thinking, writing, and public policy.
2. Experience: At least One (1) year of employment experience in a position with responsibilities and required skills similar to the duties listed above.
3.Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San Jose will not prepare or file a labor condition application with the Department of Labor.
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history. Desirable competencies for this position include:
- Job Expertise - demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.
- Communication Skills - communicates and listens effectively and responds in a timely, useful, positive and respectful manner; written reports and correspondence are accurate, complete, current; well-organized, legible, concise, neat, and in proper grammatical form.
- Computer Skills - experience with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
- Customer Service - approaches problem-solving by focusing on customers first; demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently in a timely, accurate, respectful, and friendly manner.
- Flexibility - makes effective decisions, working in partnership with supervisors, team members, and colleagues in the City and Council offices; achieves desired results in the midst of changing deadlines, project requirements, or project needs.
- Initiative - is self-directed, resourceful, and creative in meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility or workload and accept challenges; pursues continuing educational or training opportunities to enhance job performance.
- Multi-Tasking - can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).
- Political Skills - approaches tasks by considering and thinking through how actions will impact stakeholders and others in the organization.
- Problem Solving - approaches a situation or problem by defining the problem or issue; determines the significance of problem(s); collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.
- Reliability - completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality.
- Team Work & Interpersonal Skills - demonstrates a positive attitude and flexibility along with the ability to develop effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
The selection process will consist of an evaluation of the applicant's training and experience based on the application, resume and answers to the job-specific questions. YOU MUST ANSWER ALL JOB-SPECIFIC QUESTIONS AND COMPLETE THE EDUCATION/WORK HISTORY SECTION OF THE APPLICATION IN ORDER TO BE CONSIDERED FOR THIS VACANCY OR YOUR APPLICATION WILL BE DEEMED INCOMPLETE AND WITHHELD FROM FURTHER CONSIDERATION.
Only those candidates whose backgrounds best match the position will be forwarded to the interview phase of the selection process. Candidates invited to interview will be required to provide samples of their writing, such as a report, memo, business letter, or similar written communication.
This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.
You will be prompted to answer the following job-specific questions in the online application process:
* Describe your prior experience providing support (such as preparing agendas, packets, minutes or other duties) for an elected official, executive, board, commission or other group.
* Describe your experience in public relations, constituent service, and/or citizen involvement?
* Describe your experience managing multiple work assignments and dealing with frequent and changing deadlines and priorities.
* Describe experience or interactions you have had with the San Jose City Council, city government, or city services.
* Rate (from 1 to 5, with 1 being minimal experience and 5 being expertise) and describe your experience with Microsoft Word or other word processing programs.
* Rate (from 1 to 5, with 1 being minimal experience and 5 being expertise and describe your experience using Microsoft Outlook.
YOU MUST ANSWER ALL JOB-SPECIFIC QUESTIONS AND COMPLETE THE EDUCATION/WORK HISTORY SECTION OF THE APPLICATION IN ORDER TO BE CONSIDERED FOR THIS VACANCY OR YOUR APPLICATION WILL BE DEEMED INCOMPLETE AND WITHHELD FROM FURTHER CONSIDERATION.
If you have questions regarding the duties for this position, please contact Michelle McGurk, Public Information Officer, at (408) 535-4800, or by e-mail at firstname.lastname@example.org
If you have questions, comments or concerns about the recruitment, selection or hiring process, please contact Christina Gutierrez, Analyst, Office of the City Clerk at (408)-535-1279; Christina.email@example.com or Toni J. Taber, Acting City Clerk at (408) 535-1260 or by email at firstname.lastname@example.org.
EMPLOYEES IN THIS CLASSIFICATION ARE NOT MEMBERS OF THE CLASSIFIED CIVIL SERVICE AND ARE APPOINTED AT- WILL, WITH NO RIGHTS TO CONTINUED EMPLOYMENT. EACH APPOINTMENT IS FOR A SPECIFIED PERIOD OF TIME TO BE DETERMINED BY THE APPOINTING MAYOR OR COUNCIL MEMBER AND DOES NOT EXTEND PAST THE END OF THE ELECTED OFFICIAL'S OR APPOINTING AUTHORITY'S TERM. THIS UNCLASSIFIED POSITION REQUIRES A DISCLOSURE OF OUTSIDE INVESTMENTS, REAL PROPERTY INTEREST, INCOME AND BUSINESS POSITIONS AND GIFTS RECEIVED. INCUMBENTS ARE PART OF THE CITY'S MANAGEMENT GROUP, UNIT 99.