COMMUNICATIONS & DIGITAL MEDIA COORDINATOR (ASSOCIATE STAFF ANALYST (EXE LVL))

City-of-Houston,-T; Houston (TX); On-site; USD 55,000 - 70,000; Full time

Job summary

The City of Houston is seeking an Associate Staff Analyst in the Communications & Engagement division to manage the Controller’s engagement calendar, briefing materials, and event logistics. You will support communications, administrative, and project management functions, handling press clips, social media content, and correspondence while maintaining confidentiality.

Ideal candidates demonstrate strong planning, multitasking, and customer service, with excellent verbal and written

Qualifications

• Requires a Bachelor’s degree in Business Administration, Public Administration, Communications, Journalism, Economics, or related field.
• No prior experience required.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent verbal and written communication skills.

Responsibilities

• Staff the Controller at meetings and events, including transportation as needed.
• Manage the Controller’s daily engagement calendar and briefing materials.
• Coordinate logistics for appointments and speaking engagements.
• Prepare daily briefing books and materials for meetings.
• Assist with press clips, social media, and internal communications.

Skills

Scheduling

Communications

Organization

Presentation skills

Education

Bachelor's degree in Business Administration / Public Administration / Communications / Journalism / Economics

Tools

Microsoft Office

Adobe Acrobat

Job description

APPLICATIONS ACCEPTED FROM: ALL PERSON INTERESTED

DIVISION: COMMUNICATIONS & ENGAGEMENT

REPORTING LOCATION: 901 BAGBY ST., 8TH FL.

WORKDAYS & HOURS: MONDAY - FRIDAY 8AM - 5PM Subject to change

DESCRIPTION OF DUTIES/ ESSENTIAL FUNCTIONS

Under the guidance of the Director of Communications and Public Affairs, the Associate Staff Analyst will function as a Communications and Digital Media Coordinator in the Communications Section, managing the Controller’s community engagement schedule and daily briefing materials and supporting the Communications unit. The Associate Staff Analyst will be responsible for staffing the Controller at certain meetings and events, managing the Controller’s community engagement calendar, monitoring the Controller’s schedule, and supporting communications, administrative, and project management functions. The Associate Staff Analyst will also support the Controller’s Office Communications unit with its day-to-day operations, including press clips, social media, correspondence, and copyediting. This position will manage an active calendar of appointments and handle logistics of various events and meetings both internally and externally. The person in this position will handle sensitive and confidential information to ensure inquiries are properly addressed and resolved. The ideal candidate will have effective communication, planning, and organization skills, with a commitment to providing excellent customer service, interacting professionally with staff at all levels of the organization, and the ability to multi-task and thrive in a fast-paced environment.

The Associate Staff Analyst duties will include but are not limited to:

• Develops digital media content for the department.
• Researches and makes recommendations for addressing issues of basic complexity and/or sensitivity.
• Compiles data, produces information and interprets results through conclusion or recommendation formulation.
• Develops reports, special documents or publications as assigned.
• Completes special projects as assigned, working on a wide variety of financial, administrative, professional, political and community issues and problems of basic complexity.
• Represents supervisor at meetings and functions generally to gather information.
• Handles highly confidential information.
• Prepares, edits and revises department policy and procedure manuals as directed. Responds to correspondence, requests for information, etc. as assigned by supervisor.
• Participates in the development of management and administrative policies, procedures and master plans with both short-term and long-term objectives as assigned.
• Analyzes and reviews management practices and procedures and develops recommendations for improvement.
• Participates in developing solutions for problems of basic complexity as assigned by supervisor.
• Participates in evaluation and design of workflow, processes, various operations systems, etc.
• Assists in developing technological solutions and systems for continuous improvement programs and other appropriate applications.
• Participates in special projects as assigned by the Department Director or Deputy Director and acts as a liaison with external organizations and other Department offices.

WORKING CONDITIONS

The position is physically comfortable; the individual has discretion about walking, standing, etc. but may periodically be subject to outdoor conditions.

EDUCATION REQUIREMENTS

Requires a Bachelor's degree in Business Administration, Public Administration, Communications, Journalism, Economics, or a closely related field to the type of work being performed.

EXPERIENCE REQUIREMENTS

No experience required.

LICENSE REQUIREMENTS

None.

Preference will be given to candidates who have demonstrated strong skills and experience associated with the below essential functions:

Scheduling

• Helps manage the Controller’s daily engagement calendar, including scheduling calls, events, and speaking engagements.
• Understand strategic, long-term planning needs for the Controller’s schedule, identifying conflicts and flagging problems for intervention and correcting course as appropriate.
• Respond to all scheduling requests promptly while demonstrating a high level of professionalism.
• Work with relevant staff and external partners/stakeholders to prepare necessary materials for appointments and speaking engagements to include in the daily briefing book.
• Research upcoming events and meetings to provide relevant background information, as appropriate.
• Effectively communicate scheduling updates to the Controller and relevant parties, as needed.
• Distribute briefing books with supporting materials daily.
• Answer phones, check voicemails, and take messages.
• Conduct proactive follow up and outreach regarding upcoming engagements.
• Prepare meeting space and coordinate logistics for Controller meetings.

Communications

• Compile and circulate press clippings daily.
• Assist Communications unit with communications related needs, including but not limited to, drafting content for the social media calendar and internal newsletter, talking points, constituent correspondence responses, media advisories, and press releases.
• Proofread a wide range of communications, as needed.

Professionalism and Other

• Maintain confidentiality of highly sensitive information.
• Provide analytical and specialized administrative support with complex details and advanced administrative duties.
• Staff the Controller at certain events and meetings, which may include transportation to in-person engagements and occasional nights and weekends.
• Develop and maintain filing systems for correspondence and other materials.
• Proven experience using good judgment and making independent decisions based on limited information and time.
• Ability to plan, organize, and prioritize work assignments.
• Experience working with people of diverse backgrounds.
• Exceptional verbal, written communication, and presentation skills.
• Use of appropriate written and verbal language and grammar with minimal errors.
• Exceptional attention to detail.
• Demonstrated ability to meet multiple demands and customer needs using a variety of methods and best practices while incorporating customer feedback.
• Experience and proficiency with Microsoft Office (e.g., Excel, Word, Outlook, and PowerPoint) and Adobe Acrobat.

**Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.**

SELECTION / SKILLS TESTS REQUIRED

Department may administer skills assessment test.

SAFETY IMPACT POSITION

Yes. If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.

PAY GRADE

20

EOE Equal Opportunity Employer

The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.