2 Media Relations Administrative Asst JD 15 Dec 081 of 5
CITY OF SCHERTZ - JOB DESCRIPTION
Position Job Title: Administrative
Assistant
FLSA Status: Exempt
Revision Date: December 15, 2008
Department: Community & Media
Relations
Supersedes description
dated: April 28, 2008
Division: (If applicable)
Supervisor’s Title: Director, CMR
JOB SUMMARY: Under the direction of the Community and Media Relations
Director, this position oversees the activities of writers and photographers for
Schertz Tales Magazine. Coordinates billing: contracts, cash flow, invoices,
collections, etc. Assists in publication of Schertz Tales, including creative
writing, editing, layout, etc. Assists the Director of Community and Media
Relations in all areas, to include responsibility for establishing and maintaining
internal and external communications that enhance the understanding,
perception and image of the City. Assists in promoting, organizing and
supporting informational, educational, and special event activities that benefit
the community and/or City employees. Assists in establishing and
maintaining effective working relationships with print and broadcast media,
public officials, community leaders, and the general public. This is a position
requiring considerable independent judgement and serves to assist in general
support of the Media Relations items to all departments as needed.
ESSENTIAL DUTIES AND RESPONSIBLITIES include the following. Other
duties may be assigned. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
Organizes all billing functions, including cash flow, invoicing, and
collections.
Coordinates purchases of equipment, supplies, and services; ensures
compliance with departmental policies and procedures.
· Researches, compiles and analyzes data for various reports.
Independently prepares non-routing letters and/or reports and
presentations.
· Organizes and maintains filing systems; maintains records.
· Responds to and resolves citizen inquiries and complaints.
· Works with appropriate staff to distribute City or Department policies,
procedures, laws, and regulations.
· Researches, compiles and analyzes data for special projects or programs
and prepares reports or summaries.
· Assists with correspondence and distributing information.
· Develops procedures and systems, which ensure productive and efficient
office operation.
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· Assists in the planning, publicizing and execution of special events such
as community festivals, dedication ceremonies, City employee functions.
· Assists with writing and distributing news releases, advisories and public
service announcements; supply photos to local media; facilitate media
coverage for the City; respond to inquiries from the media and the general
public; plan and assist in the coordination of media events; assists the Mayor
and City Manager as spokesperson.
· Assists in writing, editing, and designing publications and other written
communications including the City of Schertz magazine, brochures, flyers,
invitations, and other outreach materials. Posts forms, notices and events
information for all departments on the Schertz Website.
· Performs other job related duties as required or directed.
SUPERVISORY RESPONSIBILITIES (If supervisor position):
Assists in the coordination and publication of the Schertz Tales
Magazine, including coordination of ad changes, layout and editing of articles.
Directs outside writers with ideas for publication.
Oversees photoshoots for various articles within the publication.
REQUIRED SKILLS, KNOWLEDGE AND ABILITIES (SKA'S) The requirements
listed below are representative of the skills, knowledge and abilities required.
Must have strong organizational skills, with close attention to detail and must
be a self-starter. Must have excellent written and oral communication skills.
Work well under pressure and within time constraints. Demonstrated ability to
maintain confidentiality. Good judgment, patience, calm demeanor and the
ability to handle vast amounts of change are necessary. Proficient in Microsoft
Office including Microsoft Publisher. Computer technology includes knowledge
of the Internet and Outlook. Knowledge of Adobe Photoshop and Adobe
Professional software, Power Point presentations, and Web Page management
strongly preferred. Knowledge of photography, design, layout, and basic
printing/composition is preferred.
MINIMUM EXPERIENCE AND TRAINING:
A minimum of 3-5 years previous experience as an Administrative Assistant.
EDUCATION:
Must have a high school diploma or a GED equivalent.
CERTIFICATIONS, LICENSES, REGISTRATIONS:
Must have a valid Class “C” Drivers License.
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EQUIPMENT AND MATERIALS:
Computer and/or associated equipment, fax, cell phone, digital camera.
WORK ENVIRONMENT: The work environment characteristics described here
are representative of those an employee encounters while performing the
essential functions of the job.
Works in a well lighted, air conditioned office, mostly indoors; normally works a
40-hour week.
PHYSICAL DEMANDS:
Sitting at a computer for extended periods of time, and taking photos for the
department at various locations. Setting up events as needed.
See attached JOB PHYSICAL REQUIREMENTS
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CITY OF SCHERTZ
JOB PHYSICAL REQUIREMENTS
POSITION JOB TITLE: CMR Office Manager
DEPARTMENT: Community & Media Relations
REQUIREMENTS NONE AT THIS
TIME
OCCASIONALLY
(0% - 30%)
FREQUENTLY
31% - 60%)
CONTINUOUSLY
(61% - 100%)
LIFING OR
CARRYING
0-10 lbs
11-25 lbs
26-50 lbs
51-100 lbs
100 + lbs
PUSHING OR
PULLING
0-10 lbs
11-25 lbs
26-50 lbs
51-100 lbs
100 + lbs
BODY POSITIONS
Standing
Walking
Running
Work on
irregular
surfaces
Sitting
BODILY
MOVEMENTS:
Bending/
Stooping
Squatting
Twisting
Reaching
Above:
Shoulders
Crawling
Kneeling
CLIMBING:
Stairs
Ladders
Ramps
Scaffolds
Rough Terrain
Utility Poles
WORK AT
ELEVATIONS
Up to 4 ft.
4 ft. - 12 ft.
Greater than
12 ft
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CITY OF SCHERTZ
JOB PHYSICAL REQUIREMENTS
POSITION JOB TITLE: CMR Office Manager
DEPARTMENT: Community & Media Relations
JOB-SPECIFIC HEARING REQUIREMENTS:
Must be able to clearly speak into and hear communications via
telephone, portable radio and mobile telephone. Must be able to verbally
communicate with the public and with fellow employees both in the office and
at scheduled meetings.
JOB-SPECIFIC SIGHT REQUIREMENTS:
Must be able to read all size of type and print on documents, books,
correspondence, and computer terminals. Must have sufficient vision to
occasionally work in low light and night environment.
JOB-SPECIFIC COMMUNICATIONS REQUIREMENTS (Written and Oral):
Must exhibit the knowledge and ability to effectively communicate
orally with all levels of government officials, citizens and staff. Must have
the ability to independently produce written reports, and correspondence, in
clear and recognizable form as needed. Must have the knowledge of or be able
to learn and utilize computer terminals and software.
OTHER PHYSICAL JOB-SPECIFIC REQUIREMENTS
(Fingers, Feet, Arms, Legs):
Must be able to occasionally stand. Must have the ability to move about
the workplace, learn to operate various office machines such as, computer
keyboard, printer, copy machine and postage machine. Periodic events may
require extended working hours.