Aide to the City Council

City of Worcester; Worcester (MA); On-site; USD 52,000 - 70,000; Full time

Job summary

The City of Worcester is seeking an Aide to the City Council to provide direct administrative support and coordination for the City Council and Chief of Council. The role includes handling constituent inquiries, preparing briefing materials, and coordinating communications and events.

Bilingual applicants are encouraged; duties require on-site work and occasional weekend hours. Worcester residents preferred; equivalent combinations of education and experience will be considered.

Qualifications

• Excellent organizational, interpersonal, written, and verbal communication skills.
• Ability to interpret City Council policies and make sound decisions in accordance with laws and policies.
• Two years of customer service and/or clerical experience in a professional office setting.
• Advanced computer skills in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams).
• Worcester resident or ability to reside in Worcester.

Responsibilities

• Provide direct administrative support to City Councilors as directed by the Chief of Council.
• Assist Councilors in researching legislation and preparing briefing materials.
• Perform a broad range of administrative duties to aid City Council members and the Chief of Council.
• Manage incoming constituent correspondence via phone, email, and mail.
• Assist with preparation, planning, coordination of all public relations, communications, press releases, marketing, and events for the City Council.
• Attend and participate in staff, department, and committee meetings and task forces.
• Prepare reports, correspondence, and documentation for council.
• Support the Chief of Council and liaise with the City Council for Boards, Commissions, Library, School Committee, and other groups.
• Provide customer service to diverse constituents and greet visitors.
• Other duties as assigned.

Skills

Constituent relations

Scheduling

Research

Communication

Office administration

Confidentiality

Multitasking

Public meetings

Education

Bachelor’s degree in business/public administration or related field

Tools

Microsoft Office Suite

Job description

The City of Worcester is seeking qualified applicants for an Aide to the City Council for the City Council. Under the direction of the Chief of Staff, the position is responsible for the execution of varied, complex and frequently confidential assignments, including but not limited to managing incoming constituent correspondence such as calls, emails, and mail. The employee will assist with scheduling, preparing, planning, and coordinating communications, and events for the City Council as directed by the Chief of Council and serve as liaison to the City Council for the City Manager and Mayor’s office. The employee is responsible for answering telephones and assisting in responding to citizens’ questions and concerns, including proper follow-up with the appropriate departments. The Aide to the City Council handles sensitive and delicate situations with a high degree of firmness, cordiality, and confidentiality. This position will work hours outside the typical workday, to include weekend days on occasion.

Bilingual applicants are encouraged to apply.

• Provide direct administrative support to City Councilors as directed by the Chief of Council.
• Assist the Councilors in the research of legislation.
• Prepare briefing materials for City Councilors.
• Perform a broad range of administrative duties to aid and assist City Council members and the Chief of Council.
• Manage incoming constituent correspondence via phone, email, and mail.
• Assist with preparation, planning, coordination of all public relations, communications, press releases, marketing, and events for the City Council.
• Attend and participate in staff, department, and/or other meetings, conferences, committees, and/or taskforces including some neighborhood and crime watch meetings.
• Assist with preparing reports, correspondence, and/or documentation for council.
• Support and assist the Chief of Council and liaise with the City Council for Boards & Commissions, Library, School Committee, and other Committees and Groups.
• Provide customer service to diverse constituents.
• Greet constituents or other office visitors.
• Other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Excellent organizational, interpersonal, written, and verbal communication skills.
• Considerable knowledge of office terminology, procedures, and equipment.
• Ability to interpret City Council policies, rules, regulations and make sound decisions in accordance with laws, ordinances, regulations, and established policies.
• Ability to accurately collect, compile, and enter complex statistical data.
• Ability to make arithmetical computations with speed and accuracy.
• Ability to maintain complex clerical records and to prepare reports.
• Ability to work efficiently within time constraints and deadlines and to handle and prioritize multiple assignments.
• Ability to work independently and in a group setting.
• Ability to multi-task in a fast-paced environment.
• Ability to communicate, work effectively and professionally with diverse populations diverse in language, socio-economic status, race, ethnicity and/or cultural backgrounds.
• Ability to work professionally and compassionately with the public and all levels of staff and management.
• Ability to work extended hours and weekend days on occasion, when needed.
• Regular on-site attendance is required.
• Bachelor’s degree in business administration, public administration/policy, management, or a similar, related field or,
  • Any equivalent combination of education and two (2) years of relevant experience that provides the knowledge, skills, and abilities to perform the required duties of the position will be considered in lieu of the above-mentioned requirements.
• Two (2) years of customer service and/or clerical experience in a professional office setting.
• Excellent written and verbal communication skills.
• Advanced computer skills in all Microsoft Office Suite applications (e.g., Outlook, Word, Excel, PowerPoint, Teams).
• Worcester resident.

Preferred Qualifications:

• One (1) year of experience working in Local, State or Federal Government.
• Two (2) years of experience providing direct support to elected officials.
• Two (2) years of experience conducting research, querying records, and managing data.
• Three (3) years of experience in customer service in an office/clerical setting.
• Experience setting up and coordinating virtual meetings via Zoom, Teams, or WebEx.