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HomeMy WebLinkAbout2.c. Communications CoordinatorF CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR DISCUSSION COMMITTEE OF THE WHOLE: December 10, 2003 Council has approved the addition of the new position "Communications Coordinator" for 2004. This person will be part of the Administration Department. We would like to begin recruitment as soon as possible. Please see the attached draft position description for our discussion. RECOMMENDED ACTION / NOTES: AGENDA ITEM: COMMUNICATIONS COORDINATOR (NEW POSITION) AGENDA NO: t PREPARED BY: DAWN WEITZEL, HR/ COMMUNICATIONS COORD. ATTACHMENTS: DRAFT POSITION DESCRIPTION APPROVED BY: CITY OF ROSEMOUNT POSITION RESPONSIBILITY WRITE -UP DECEMBER, 2003 POSITION TITLE: Communications Coordinator DEPARTMENT Administration ACCOUNTABLE TO: Assistant City Administrator SUMMARY OF POSITION The Communications Coordinator provides professional assistance to the City Administrator, Department Heads, and City departments by assuming primary responsibility for the management, development, and improvement of the City's public information program. This includes disseminating information to citizens, staff, media, and other identified audiences using print, cable TV, and internet resources. The position will develop and enhance communication and public information methods that support the City's commitment to open and responsible government. ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Manages the City's communications program to meet the goals, objectives, and timelines of the City Council and City departments. Plans, coordinates, and implements internal and external communications for City, from concept through production. • Aids in the development of communications policies and procedures for the City. • Supports staff on communications and media relations issues; anticipates and helps manage key communications issues. • Strategically assesses City's communications needs and develops tools to meet those needs. Works closely with all departments to promote individual programs and enhance public information pieces. • Evaluates communication vehicles, assesses effectiveness of each, and recommends revisions as appropriate. • Assist in directing the City's communications and marketing program, including establishing philosophy and applicable work plans. • Prepare annual communication and marketing goals and objectives. 2. Writes, edits, designs, and produces public information pieces for City residents and employees, including newsletters, brochures, handbooks, maps, flyers, and electronic communication as directed by the Assistant City Administrator. • Assumes primary responsibility for coordinating content of quarterly newsletter, Rosemount's City Web Site, and other communications pieces. 1 w • Works with City departments to plan, develop, and produce various targeted communications pieces for distribution to affected and /or interested audiences. • Directs production and distribution of new resident's information packet. • Directs the production of special presentations using slides, video, and other graphic materials. • Assists with community events and community organizations. • Works with staff to ensure that accurate and timely responses are made to public and media inquiries. • Provides local media with articles about specific City programs or activities of general interest as well as periodic press releases to other media. • Directs photography and maintenance of a file chronicling City events, activities, programs, services, and personnel. 3. Aids in the coordination of the City's government access cable TV programming and cable casting. • Coordinates programming of government access channel and works with others to develop specific cable programming. • Coordinates equipment maintenance and upgrades 4. Other communication- related assignments. • Coordinates planning and promotion of special events, including collaborations with other organizations. Research and write City policy. 5. Performs other duties as assigned. MINIMUM QUALIFICATIONS 1. Four -year degree in journalism, public relations, communications, liberal arts, or related. 2. At least three years of experience managing projects in communications, public relations, community affairs, or related field, preferably in a municipal setting. 3. Excellent verbal and written communications and customer service skills. 4. Proficiency with desktop and web publishing software. 5. Willingness to work hour necessary to accomplish responsibilities (hours or schedule may vary) NECESSr%RY K"+OWLEDGE, SKILLS AND ABILITIES 1. Ability to: Communicate effectively, in verbal and written English, with staff, governing bodies, outside agencies, and the general public. 2 I • Perceive communication opportunities. • Work independently and prioritize work. • Maintain confidentiality; work tactfully and effectively with the public, elected officials, City employees, and outside agencies. • Guide City Department Heads in how to communicate their activities. • Use computer equipment and software including word processing and desktop publishing • Manage complex projects and meet deadlines. 2. Knowledge of: • Effective communication concepts, approaches, and techniques. • Personal computers (PC) and peripherals. • The principles and practices of graphic design, desktop publishing, and web publishing • Journalism and media techniques that provide a basis for reaching specific targeted audiences. • Public relations and marketing, in public sector. • Basic photography for use in public information. PHYSICAL DEMANDS Sight Reading and editing reports, correspondence, etc. Speech Communicating with citizens, staff, governing bodies, and outside agencies and vendors in person and on phone Hearing Taking inquiries from the public, conducting interviews, attending meetings in person and on phone Sitting Working at desk and computer terminal, attending meetings and seminars Standing Making presentations at various meetings, using office equipment Repetitive movements Operating computer keyboard Purling /pushing /grappling Manipulating various office equipment, working in file drawers, office cupboards Grasping Writing instruments, camera Reaching Working with overhead files and supplies 3 1 z Twisting and turning Making presentations; working between computer terminal and desk Walking Both inside office area and at various outside sites Lifting Transporting boxes -of printed material /office supplies, camera equipment WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Noise level in the work environment is usually fairly quiet while in the office, although the ability to work with constant noise distractions are required. The Communications Coordinator operates primarily in an office atmosphere but may also occasionally work outside at parks or construction sites where exposure to all types of weather, construction hazards and pollutants, and various terrain is possible. The duties listed above are intended only as illustrations of the various types of work performed, and are not all inclusive. This job description does not constitute an employee agreement between the employer and the employee, and is subject to change by the employer as the needs of the employer and requirements of the job may change. STATUS: Non- Exempt Reviewed by: Dawn Weitzel, HR/Communications Coord. Jamie Verbrugge, City Administrator 4