CONSTITUENT SERVICES REPRESENTATIVE

SPECIFIC DUTIES AND RESPONSIBILITIES

• Serves as liaison between the assigned Councilmember and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information.
• Interact with various officials and dignitaries involving sensitive City relations.
• Circulate documentation to appropriate persons, as instructed.
• Provide administrative/secretarial, legislative, and constituent support for city councilmembers.
• Facilitate and coordinate communication between the councilmembers, city/county/state officials, staff, agency personnel, stakeholders, and constituent in the development of legislation.
• Track advancement of legislation (resolutions/ordinances) through the legislative process. Responsibility may include monitoring community or committee hearings, securing testimony, and records preparation.
• Identify and monitor district specific issues.
• Work with council members to develop materials and prepare briefings.
• Review council meeting agenda packets and inform Councilmembers of any issues or concerns.
• Communicate with citizens, city administration, public officials, and/or other city employees to coordinate the receipt of inquiries from the public and provide requested information or referrals, as appropriate.
• Offer verbal or written/typed correspondence on a variety of issues that require considerable discretion, research of the issue, judgment, and tact.
• Familiar with issues of concern addressed by constituents and the ability to explain the City’s policies and procedures relative clearly and accurately to those issues.
• Submit written reports.
• Manage daily operation of an assigned councilmember’s district office to include his/her schedule, coordination of travel and accommodations, conference registrations, and/or other travel-related plans.
• Event planning (set-up/clean up).
• Coordinate with internal and external persons to plan and successfully execute events.
• Manage projects to include preparing research reports to gather background information and materials to prepare updates.
• Research city records, ordinances, policies, and procedures, etc., to prepare detailed reports outlining any discrepancies and recommending policies, solutions, and/or other courses of action.
• Prioritize multiple projects, meet required deadlines, and handle more than one project simultaneously.
• Process a variety of documentation associated with operations within designated time frames and per established procedures.
• Stay abreast of city councilmember assignments/projects and anticipate their needs by gathering records, reports, correspondence, statistics, or other information.
• Update and manage constituent database.
• Aid in the development and content for the assigned councilmember’s newsletter and email communications to constituent groups.
• Create content for and post to councilmember’s social medial platforms, attend community events with the councilmember to take photos, conduct outreach to local businesses, and serve as a point of contact in the office for the business community.
• Update the council district website (as appropriate).
• Brief city councilmembers on subject matter for upcoming meetings/events.
• Attend meetings and take notes for the city council member.