City Council Coordinator

The City Council Coordinator is a key member of the Mayor and Council support team in the City Manager's Office. The team collaborates with the organization and other partners to align City work with City Council direction and community values; support elected and appointed officials to ensure the integrity of the legislative process; and promote an informed public.

The City Council Coordinator provides complex paraprofessional assistance and a variety of administrative support duties for the City Manager’s Office which requires comprehensive knowledge of Mayor and City Council operations and related policies. The Council Coordinator develops, performs and oversees complex and specialized procedures, practices, processes, and systems under general direction of the City Recorder.

The ideal candidate for this position will:

• be positive, proactive, and energetic, with excellent written and oral communication skills. be able to compile and synthesize complex information and make appropriate connections to the work of the organization.
• be detail-oriented, enjoy document production and excel at editing and formatting.
• have impeccable grammar, and be comfortable drafting, proofreading and editing materials for elected officials and executive-level staff.
• possess the organizational skills necessary to excel in records management and similar tasks.
• enjoy working both as part of a team and independently.
• be comfortable working in a fast-paced team environment, sometimes with rapidly changing priorities.
• exercise discretion in all work environments.
• have a passion for providing excellent customer service to both staff and community members.
• foster a respectful and inclusive work environment.

Salary Range:  $29.29 - $36.51 hourly / $60,923.20 - $75,940.80 annually  
The City of Eugene determines starting pay within the range based on relevant education and experience as provided by the applicant in their application materials. This process is consistent with the Oregon Equal Pay Act (OEPA). You can learn more about our process at our How to Apply page.  

• Provides high level, paraprofessional administrative support to the eight members of the Eugene City Council, Mayor, City leadership and staff.
• Provides coordination of weekly council processes, including planning, organizing, editing, proofing, formatting, and preparing agenda material for production; communicating with elected officials and staff on agenda scheduling; providing legal notice; maintaining an electronic filing system; and disseminating material in multiple formats. Work requires high degree of accuracy, professionalism, political acumen, and knowledge of emerging issues. 
• Coordinates and attends City Council meetings, including room set-up and take-down, meals, in-meeting processes, minutes, and communication with meeting participants.
• Provides post-meeting support, including tracking of follow-up assignments, completion of minutes, processing written testimony, communication and resolution of equipment/facility issues.
• Provides a variety of administrative program support, including the development and maintenance of electronic document storage systems, storage and archiving of permanent documents; verification, tracking and updating of information; and the development and maintenance of complex recordkeeping and tracking systems.
• Responds to and solves problems or sensitive situations. Evaluates a variety of program or operation developments, issues and problems and makes recommendations.
• Provides front-line assistance and information to the public and other employees (including by phone, email, and in person) requiring thorough knowledge of organization, laws, regulations, policies and procedures in the assigned area; explains services, policies and procedures as they apply to specific situations. Evaluates inquiries and takes appropriate actions on both priority for response and appropriate person to respond, using established procedures and good judgment; directs complex questions or unusual requests to supervisor or appropriate staff.
• Communicates with elected officials and staff about council processes, agenda item scheduling, agenda materials, and logistical information through a variety of media. Provides information to the public and staff on standard processes, policies, and procedures regarding City Council meetings and schedule.
• Plans, prepares and presents information to explain program or operation components. May provide program presentations.
• Collaborates with staff to produce high quality and timely materials by negotiating timelines, correcting/clarifying content, clarifying process expectations and requirements.
• Coordinates production and distribution of weekly information packet for Mayor, Council and executive-level staff.
• Coordinates annual and ad hoc boards and commissions recruitment and selection process, including management of online application system and database; processes and best practices for support of boards and commissions.
• Provides support for standing and ad hoc boards and commissions activities and meetings, agenda preparation and meeting logistics.
• Prepares, reviews, and proofs documents for accuracy and completeness; makes corrections for grammar, punctuation and spelling.
• Maintains calendars, schedules and coordinates appointments and meetings, reserves conference rooms; makes travel arrangements for mayor, councilors, and staff as requested.
• Assists with maintaining City Manager's Office and City Recorder web pages, including content, document and web application updates, creation and publication of announcements.
• Develops work plans, timelines and resource allocations for assigned projects; monitors progress to ensure objectives are met. Monitors expenses by assigned project; tracks and reports financial information.
• Develops and reviews programmatic or operational processes and procedures; makes recommendations for improvements; oversees the implementation of changes to processes and procedures; drafts, reviews and revises policies and procedures; coordinates program or operational processes with other external and internal systems and activities.
• Performs specialized research in the assigned area; reviews legislation developments pertaining to assigned programs.
• Composes a variety of standardized correspondence; creates, types, and distributes forms, minutes, memos, agendas, and lists. Develops procedures, technical manuals, and forms for program area; writes instruction manuals and/or handbooks describing procedures and requirements; prepares reports.
• Participates in the development of objectives and goals; recommends changes to program or operational policies and procedures.
• May provide training to coworkers, interns, and temporary staff. Attends seminars and workshops to keep current on administrative responsibilities and emerging trends related to responsibilities.
• Operates a variety of office equipment including personal computer, photocopier, scanner, printer, etc.
• Serves as a representative at task forces, committees, etc., as assigned. Actively supports and respects diversity in the workplace.
• Performs other related duties as assigned.

To view detailed information on the duties, knowledge, and abilities that may be expected for this position, please see the classification: Program Coordinator, AFSCME
License or Certificate:
Possess or be able to obtain designation as a Notary Public in the State of Oregon at time of appointment or within three months of hire.MUST PASS A BACKGROUND CHECK

The ideal candidates will possess the following:   
Knowledge:

• Organization and function of public agencies, including the role of an elected City Council and appointed advisory bodies to the City Council.
• City Council and municipal processes, policies, and procedures.
• Office practices, procedures and equipment. Word processing, presentation, database and spreadsheet software, virtual and in-person meeting applications and tools.
• Principles and practices of customer service and general office operations. Basic budgetary principles and practices. Basic math and statistical calculations.
• Laws and regulations governing public meetings and public notice. Standard procedures and rules for the conduct of meetings.
• Practices and principles of records management. Laws and regulations governing public records.
• Expert knowledge of English grammar, spelling and usage; proof-reading, punctuation.

Abilities:

• Provide excellent customer service, communicate effectively (both orally and in writing) and establish and maintain effective working relationships with other employees, elected officials and the general public using tact, courtesy and good judgment.
• Read, understand, interpret and apply applicable provisions of procedures, laws, and ordinances and related to program area; interpret and apply program or department information in making decisions or in providing information to others.
• Plan, organize and administer a variety of program activities. Exercise judgment, establish priorities and goals, maintain confidentiality. Demonstrate effective time-management, organizational, and administrative support skills. Organize work assignments to meet deadlines.
• Analyze and evaluate written documents for clarity, accuracy, and accessibility, and take appropriate steps to resolve issues.
• Evaluate issues and solve problems; discuss problems and complaints tactfully, courteously and effectively with co-workers, staff at other departments or agencies, and the general public.
• Work independently and accurately to coordinate and produce materials and records and perform City Council Coordinator processes.
• Write clear and concise reports and other correspondence. Establish and maintain complex specialized records; design reports and compile data.
• Interpret and take appropriate action on broad policy, rules and regulations.
• Demonstrate appropriate degree of proactivity and discretion in response to information received through direct and indirect communication modes. 
• Respond quickly and appropriately to changes, political and organizational development and culture; develop solutions to accommodate change.
• Work closely with supervisor to prioritize workload.
• Operate a variety of office equipment and standard personal computer software applications.
• Understand and execute oral and written instructions, policies and procedures.
• Assist with and direct inquiries and concerns from staff or public to appropriate resource. 
• Make decisions in accordance with established policies and requirements.
• Maintain accurate filing and recordkeeping systems.
• Assist with generating data for reports and correspondence.
• Work with a high degree of accuracy and attention to detail to meet deadlines. Learn new skills and new processes as required.
• Manage confidential information with tact and discretion. 
• Work successfully in a team environment.

What to Expect from our Selection Process:  Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. The selection process varies according to the position and can include such things as screening of supplemental questionnaires, written or skill tests, ability or fitness tests, interviews, and assessment processes. In addition, background investigations and records checks may be required. Some positions also require applicants to have a psychological evaluation and/or physical examination and a drug test prior to employment. Marijuana use is evaluated consistent with current state law regulations. PLEASE NOTE: Once the posting closes, the process can take 4-6 weeks to complete.    

Salary : $60,923 - $75,941