Special Projects Coordinator jobs in South Bend, IN

Salary Range: $40,000 to $45,966 annually

POSITION SUMMARY: The Executive Assistant & Director of Special Projects serves as the primary point of contact of internal and external constituencies on all matters pertaining to the Clerk’s office. This individual will provide executive administrative support for the City Clerk while exercising a high degree of discretion.

SUPERVISION EXERCISED: Not applicable.

ESSENTIAL DUTIES AND RESPONSIBILITIES: This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.

• Manages opening and closing procedures of City Clerk and Council Common offices from 7:45 a.m. to 4:30 p.m.; varied hours depending on after hour meeting schedule.
• Attends all City Council and Committee meetings, on and off-site, and transcribes minutes, ensuring consistent format and accuracy of content.
• Sets up recording equipment at Council and Committee meetings.
• Provides administrative support for City Council, Council Attorney, and Clerk including composing correspondence, preparing reports and presentations, drafting of legal documents, etc.
• Prepares resolutions, commendations, staff reports and meeting minutes.
• Review, distribute, and follow through on all income office communications.
• Filing and information management.
• Greets and assists the public.
• Completes special projects and duties assigned by City Clerk and Common Council.
• Serves as a back up to Chief Deputy/Chief of Staff.
• Coordinate office equipment needs, purchases and maintenance.
• Provides additional support and assistance in the efficient and effective delivery of city services through the clerk’s/council offices.

NON-ESSENTIAL/MARGINAL FUNCTIONS: Answers phones, assists customers, printing needs and performs other duties as required.

QUALIFICATIONS: To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The Office must be open at 8:00am to perform the essential duties of the role. The Office of the City does not have a remote work from home policy which requires this position duties and responsibilities to be executed in person. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE: Bachelor’s degree, paralegal certificate/training program, or equivalent education and/or 5 years of executive level administrative support or office management experience required.

KNOWLEDGE AND ABILITY:

• Ability to work flexible hours including evenings in order to attend City Council and Committee meetings, both on and off-site.
• Proven ability to manage multiple tasks in a fast-paced environment.
• Strong grammar and writing skills.
• Detail oriented and organized with the ability to handle multiple tasks and meet deadlines in a fast-paced environment.
• Ability to effectively meet and interact with the public, work cooperatively with others, and handle stressful situations.
• Strong computer skills including MS Office.
• Bilingual language skills (Spanish preferred) a plus, but not required.

CERTIFICATES, LICENSE, REGISTRATION: Paralegal certificate preferred.

EQUIPMENT: Desktop and laptop computer; telephone, fax machine, copier, and scanner.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk, use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT: Work is performed in an office setting, with moderate inside temperature. The noise level in the work environment is usually quiet to moderate in the office. The entire office is smoke free.

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at will employer.