Job Description

Mayor & City Council Support Specialist Associate

Charlotte is America's Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce
• Valuing teamwork, openness, accountability, productivity, and employee development
• Providing all customers with courteous, responsive, accessible, and seamless quality services
• Taking initiative to identify, analyze, and solve problems
• Collaborating with stakeholders to make informed decisions

The Mayor & City Council Support Specialist Associate plays a crucial role in supporting members of the Council by ensuring the smooth operation of their professional responsibilities, which includes anticipating the needs of the executive and acting proactively. This position functions under the direction of the City Chief of Staff. It requires collaboration as part of the Office of Constituent Services team (OCS Division Manager, Council and Mayoral Support Specialists, and Special Assistant to City Council). The functions fall into the following categories: 1. Administrative Support 2. Communication and Liaison 3. Meeting and Event Coordination 4. Discretion 5. Office and Resource Management

Responsibilities

• Exercise discretion and independent judgment in managing Council matters and constituent concerns, demonstrating strategic thinking and the ability to act with minimal supervision
• Collaborate with internal departments, external agencies, and community stakeholders to advance Council initiatives, anticipate challenges, and implement proactive solutions using sound decision-making
• Ensure the seamless and efficient operation of the Office of Constituent Services by applying a forward looking, solutions driven approach that supports City Council priorities and organizational goals
• Analyze constituent inquiries and service requests to identify trends, recommend solutions, and coordinate appropriate departmental responses
• Effectively manage calendars/schedules for assigned City Council members, ensuring their calendars are up-to-date, and the Council Member is informed of upcoming meetings/events, validate the relevancy of meetings, and provide supplemental background information on the meeting topics and key meeting attendees. Includes the coordination of elected officials' calendars for special events and visits from external stakeholders.
• Receive and screen visitors and telephone calls, providing information, and handling issues that may require sensitivity and the use of sound independent judgment. Efficiently manage voicemail and multiple email inboxes, promptly determining the priority of and route assigned of incoming correspondence, including email, mailed letters, and invitations, responding accordingly
• Enter the elected official's requests for talking points, covering greetings, speeches, and pertinent details for a range of events into Monday.com (Some are composed and drafted by OCS staff)
• Coordinate, arrange, and confirm assigned meetings and travel for City Council members. Process travel requests and expenses in Concur/Munis
• Fulfill public records requests for the elected officials by researching and collecting all pertinent communication, including Council's emails and text messages
• Analyze complex administrative problems and prepare recommendations with a high level of discretion
• Organize and execute town halls for the Mayor Pro Tem and Council members
• Support Monday's Council & Zoning meetings by ensuring proper meal setup by caterers and welcoming/directing attendees into the Chamber, among other related tasks
• Provide additional administrative support as needed, which may include special project assignments.
• Offer support to colleagues by providing backup assistance and aiding with the care of their designated officials in their absence from the office
• Provide technology support to assigned City Council members and requests in partnership with I&T

Minimum Qualifications

• Associate degree and three (3) years of related experience or a bachelor's degree and One (1) year of related experience

Preferred Qualifications

• Bilingual preferred

Knowledge, Skills and Abilities

• Excellent organizational, interpersonal, and written/oral communication skills
• Demonstrated ability to establish and adhere to priorities and multitask in a fast-paced environment
• Positive attitude and supportive, team-based approach
• Non-political and can serve all political parties
• Ability to interact on a professional level with City staff and City Council members
• Ability to set work priorities and meet deadlines
• Schedule flexibility allowing for occasional assignments on weeknights and weekends
• Ability to maintain highly sensitive and confidential information; set priorities and takes initiative and exercise sound independent judgment within the areas of responsibility, and establish and maintain effective working relationships with public officials, organizations, departments and teammates
• Adapt to and manage rapidly changing priorities to meet the needs and expectations of elected officials, executives, and staff

Physical and Sensory Requirements

• A candidate must be able to:
• Sit for long periods of time at a desk to work at a computer
• Talk to guests and callers
• Hear callers and guests
• The ability to operate a computer, telephone, access files, printer and other office machinery
• Move around to different rooms and offsite locations for meetings and site visits
• Evaluate information that is highly sensitive and practice sound judgement
• Read and comprehend emails, materials, letters, invitations and more then determine how council should reply

Conditions of Employment

The City's Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate's written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.

The City of Charlotte is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior.

Our culture is to serve the community honorably.

How To Apply

Apply online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

You are welcome to visit the City of Charlotte Human Resources Department lobby, where self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC 28202. We are open Monday through Friday, from 9:30 a.m. to 3:30 p.m. (EST), excluding official City holidays.

For questions about your application or the hiring process, please email Careers@ci.charlotte.nc.us.

The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call 704.336.4120.

The City of Charlotte provides a comprehensive benefits package to eligible employees.

Click here to learn more about the City of Charlotte's benefits.

The City of Charlotte is a drug and alcohol-free workplace.

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