PT- Youth Council & Youth Activities Program Coordinator

About the role

The Part-Time Youth Council & Youth Activities Program Coordinator is responsible for coordinating, administering, and supporting the City’s youth civic engagement programs through the City Manager’s Office. This position serves as the primary staff liaison to both the Youth Activities Committee, which is composed of adult members, and the Youth Council, which is composed of high school student members.

Essential Functions

• Serves as the primary staff liaison to the adult Youth Activities Committee.
• Serves as the primary staff coordinator and responsible City representative for the high school Youth Council.
• Develops annual program goals, meeting calendars, leadership activities, educational sessions, service projects, community events, and travel opportunities.
• Captures and tracks committee and council action items, assignments, deadlines, service projects, participation, and program outcomes.
• Prepares reports, updates, briefing materials, and recommendations for the City Manager’s Office, Youth Activities Committee, Youth Council, and elected officials as needed.
• Ensures program activities align with City policies, administrative direction, budget requirements, and risk-management expectations.
• Provides staff support to the Youth Activities Committee composed of adult members.
• Attends Youth Activities Committee meetings, including evening meetings as required.
• Prepares or coordinates meeting minutes, summaries, and records of action.
• Tracks recommendations, motions, assignments, and follow-up items from the adult committee.
• Assists the committee with planning youth-related events, programs, educational opportunities, community engagement activities, and recommendations to the City.
• Coordinates the Youth Council composed of high school student members.
• Prepares Youth Council agendas, meeting materials, leadership activities, project assignments, and educational content.
• Facilitates or supports Youth Council meetings, workshops, service projects, and civic education activities.
• Supports youth officers or student leaders while maintaining appropriate staff oversight and City direction.
• Maintains appropriate professional boundaries with youth participants.
• Monitors attendance, participant accountability, and behavior during meetings, travel, events, service projects, and activities.
• Coordinates required forms, waivers, permission slips, emergency contact information, medical information as allowed by policy, and parent/guardian communications.
• Coordinates educational experiences with schools, state and local government agencies, nonprofits, civic organizations, and community partners.
• Works with City departments, schools, parents, elected officials, nonprofits, civic organizations, and community partners.
• Develops project plans, timelines, checklists, assignments, and implementation schedules.
• Supports youth members and adult committee members in identifying, planning, and completing meaningful civic projects.
• Coordinates speakers, tours, training sessions, government education programs, and leadership development opportunities.
• Monitors project progress and provides updates to the City Manager’s Office.
• Elevates policy, budgetary, safety, legal, or operational concerns as needed.
• Drafts website content, flyers, newsletters, social media content, press releases, presentations, and public announcements, subject to City review.
• Represents the City professionally at Youth Council events, Youth Activities Committee meetings, school events, community meetings, and public functions.
• Maintains accurate files, attendance records, rosters, applications, waivers, permission forms, meeting records, financial records, travel documents, incident reports, and correspondence.
• Assists with compliance related to public meetings, public records, purchasing, risk management, youth supervision, travel, and City policies.
• Maintains confidentiality of youth participant information, parent/guardian contact information, and sensitive records.
• Coordinates with the City Clerk, Finance, Human Resources, Legal, Risk Management, and other departments as needed.

Guidelines

Guidelines include City policies and procedures, Youth Activities Committee bylaws or governing documents, Youth Council program requirements, City travel policies, purchasing policies, risk management procedures, youth supervision standards, public meeting requirements, public records laws, budget procedures, and applicable federal, state, and local laws. The employee must interpret and apply policies and procedures while exercising sound judgment in situations involving youth participants, program activities, travel, scheduling, and community engagement initiatives.

Complexity/Scope of Work

The position is responsible for coordinating meetings, agendas, programs, budgets, educational activities, community outreach, service projects, youth leadership initiatives, travel, and special events. The employee serves as the responsible City staff representative for assigned Youth Council activities and may be responsible for supervising high school participants during meetings, travel, conferences, field trips, educational programs, community service projects, and other City-approved activities.

Contact

Because this position involves work with minors, public-facing programs, adult committee members, parents, schools, and elected officials, the role requires sound judgment, professionalism, strong organization, and strict compliance with City policies, risk-management procedures, youth supervision standards, and approved travel practices.

Physical Demands/Work Environment

The work is performed in a variety of settings, including offices, meeting facilities, schools, community centers, recreational facilities, outdoor venues, conference locations, and other program sites. The employee may be required to travel locally and occasionally outside the area for conferences, educational programs, field trips, and approved Youth Council activities.

Minimum Qualifications

- High school diploma or equivalent.

- Experience working with youth and community organizations.

- Excellent communication and interpersonal skills.

- Ability to work independently and as part of a team.

- Strong organizational and time management skills.

- Proficiency in Microsoft Office Suite.

- Valid driver’s license and reliable transportation.