Job Description
Council Executive Office Assistant Location Provo, UT : Position Title: Council Executive Office Assistant Job Posting Closing Date: ***Open Until Filled*** Provo City is looking for a Council Executive Office Assistant to coordinate various functions and programs in support of the City Council Office. Qualified, civic-minded individuals interested in supporting the services provided to Provo residents by performing the duties described herein are strongly encouraged to apply. Provo City offers competitive pay; paid leaves, including vacation, sick, holidays, bereavement, and parental leaves; generous employer-paid health insurance; retirement and pension plans; free use of the Provo Recreation Center, Peaks Ice Arena, and City Library; and regular review of compensation practices to remain competitive with the local market. Job Details Screening Process: Applications will be reviewed in the order they are submitted.
Position may be unposted prior to closing date if sufficient, qualified applications are received prior. Applicants must meet the minimum requirements listed below to be eligible for consideration. Pay Rate: (G25) $22.75 - $31.36 per hour (depending on qualifications) Essential Duties: - Perform general administrative support and specialized clerical duties.
- Assist in coordinating and administering council and other public meetings including the use of onsite and virtual technology to record and broadcast meetings.
- Type documents and correspondence.
- Oversee various office programs.
- Enter and retrieve data in several different formats.
- Prepare and maintain appointment schedules, including annual council schedule and shared calendars for council staff and council members.
- Organize office materials for management's review, analysis, and release.
- Prepare and proofread press releases and correspondence.
- Compile information and prepare reports in a clear, concise, and accurate manner.
- Assist in preparing, and monitoring office budgets.
- Perform bookkeeping and general accounting work including oversight of accounts payable/invoices and purchase orders for council office functions.
- Planning and coordination of Council events.
- Oversee ordering and procurement of office supplies and catering.
- Design, implement, and monitor recordkeeping and reporting systems including proper receipt and documentation of incoming work, information requests, and correspondence.
- Respond to Government Records Access and Management Act (GRAMA) requests for City Recorder.
- May act as intermediary between Council and the public or other parties.
- Assist the public in understanding how to participate in the legislative process.
- Provide media and communications support to the Council Office.
- Assist in maintaining, interpreting, and enforcing department policy and procedures.
- Monitor and maintain department employee and timekeeping records.
- Train and evaluate other staff as necessary.
- Provide administrative support to the Provo City Neighborhood Program Coordinator to facilitate information exchange between Neighborhood District Chairs and the Council Office.
- Review and track neighborhood matching grants.
- Coordinate payment of vendors and reimbursement for activities related to grants.
- Coordinate City Council and Neighborhood events.
- Assist the Council with communication, outreach, and public engagement strategies.
- Respond to media requests.
- Research, write, and edit articles, emails, blog posts, and social media posts.
- Plan, coordinate, maintain, and manage official Council social media platforms.
- Plan, coordinate, and execute the broadcast and recording of public Council meetings, neighborhood meetings, and other selected events.
- Assist other staff members as needed and perform other related duties as required.
- Occasional attendance at evening and weekend meetings as needed.
Minimum Requirements: - High School Diploma or equivalent (GED)
- Four years of responsible administrative support/clerical experience, which included the use of automated office equipment, computers, software, and spreadsheets
- OR an equivalent combination of education and/or experience [substituting each 1 year of post-secondary education/training for 6 months of experience].
- A valid, lawful Driver License
Pre-employment Screening: Prior to appointment, applicant will be required to successfully pass a drug screen and criminal background check. Non-disclosure may result in dismissal. Applicants with unsatisfactory drug screen results will be ineligible for appointment or application to any Provo City position for a minimum period of six (6) months. For the full classification please Full Time/Part Time: Full time Position Type: Regular Scheduled Hours: 40
Job Tags
Hourly pay, Full time, Part time, Work at office, Local area, Weekend work, Afternoon shift,