JOB SUMMARY:
The Assistant to the City Administrator provides professional, administrative, and project coordination support to the City Administrator and serves as a key liaison between the City and the public. This position is responsible for coordinating citizen service requests, assisting with grant writing and administration, supporting special events, managing social media communications, and assisting with citywide projects and initiatives. The position requires strong communication, organizational, customer service, and multitasking abilities.
ESSENTIAL JOB FUNCTIONS:
Administrative Support
· Provides direct administrative support to the City Administrator.
· Assists in preparing reports, correspondence, agendas, presentations, and meeting materials.
· Maintains records, files, schedules, and departmental documentation.
· Coordinates meetings, appointments, and interdepartmental communications.
· Assists with policy, procedural, and operational research projects.
Citizen Relations/ Customer Service
· Serves as a primary point of contact for citizens, businesses, and visitors regarding municipal services and inquiries.
· Responds to public requests, complaints, and questions professionally and promptly.
· Provides information regarding city programs, policies, ordinances, and services.
· Facilitates communication between citizens and city departments.
Work Order & Citizen Request Coordination
· Receives, logs, tracks, and monitors citizen work orders and service requests.
· Assigns requests to appropriate departments or personnel.
· Monitors progress and follows up to ensure timely completion.
· Maintains records and prepares reports regarding service request activity and resolution status.
Grant Writing & Grant Administration
· Researches grant opportunities applicable to municipal operations and projects.
· Assists in preparing and submitting grant applications and supporting documentation.
· Coordinates grant reporting requirements and compliance documentation.
· Tracks grant deadlines, deliverables, and funding opportunities.
Social Media & Public Information
· Serves as lead coordinator for city social media platforms and digital communications.
· Develops, schedules, and publishes content related to city news, projects, programs, events, and public notices.
· Assists with website updates and public communication materials.
· Coordinates messaging to ensure consistency with city branding and communication goals.
· Monitors public engagement and responds appropriately to inquiries or comments.
Project Coordination
· Assists with planning, coordination, tracking, and implementation of municipal projects and initiatives.
· Coordinates communication among departments, vendors, consultants, and stakeholders.
· Assists with project timelines, status reports, and documentation.
· Supports strategic initiatives and special assignments from the City Administrator.
Special Events Coordination
· Serves as a point of contact for city-sponsored events, community activities, and public meetings.
· Assists with event planning, scheduling, logistics, vendor coordination, permits, and communications.
· Coordinates with departments, volunteers, community organizations, and external partners.
· Assists with event promotion and public outreach efforts.
Additional Duties
· Serves as City Clerk in the absence of the City Clerk.
· May attend evening meetings, community events, or special functions as required.
· Performs related duties as assigned by the City Administrator.
KNOWLEDGE REQUIRED BY THE POSITION:
· Knowledge of municipal government operations, organizational structures, and public administration principles.
· Knowledge of city policies, procedures, ordinances, and administrative regulations.
· Knowledge of customer service principles and effective methods for interacting with citizens, businesses, elected officials, and staff.
· Knowledge of work order and citizen request tracking processes, including logging, monitoring, routing, and reporting.
· Knowledge of grant writing practices, grant research methods, and grant compliance requirement
· Knowledge of project coordination practices, including timelines, task tracking, documentation, and interdepartmental communication.
· Knowledge of public communication practices, including social media management, community messaging, digital content creation, and public engagement standards.
· Knowledge of event planning logistics, scheduling, vendor coordination, and public outreach strategies.
· Knowledge of effective administrative practices including meeting preparation, agenda development, correspondence drafting, and document management.
· Knowledge of basic budgeting and purchasing concepts applicable to municipal operations.
· Knowledge of confidentiality standards, ethical requirements, and professional conduct expected in a public-sector environment.
· Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), office technology, and common software used in municipal settings, including work order or service request systems.
· Knowledge of problem-solving techniques, priority management methods, and multitasking strategies in a fast-paced environment.
SUPERVISORY CONTROL: No direct supervisory responsibilities. May be required to serve as Team Lead on special assignments.
SCOPE AND EFFECT: The purpose of this assignment is to provide provides professional, administrative, and project coordination support to the City Administrator and serves as a key liaison between the City and the public. This position is a key component to enhancing and expanding customer service and public relations to and with the citizens and the general public.
PHYSICAL DEMANDS and WORK ENVIRONMENT: The work involves sitting at a desk, walking, and standing, bending, crouching and stooping as well as driving. The work is generally performed in an office. Requires the ability to sit, stand, walk, bend, and lift up to 25 pounds occasionally. Must be able to operate standard office equipment. May be required to attend meetings and events outside normal business hours as necessary. Position requires frequent interaction with the public, elected officials, and city staff. Occasional evening or weekend work may be required for meetings and special events.
MINIMUM QUALIFICATIONS REQUIRED:
· Bachelor’s degree in Public Administration, Communications, Business Administration, or related field preferred with a minimum of two (2) years of progressively responsible administrative, communications, customer service, or municipal government experience preferred. OR
· Associate degree in Public Administration, Business Administration, Communications, Political Science, Marketing, with a minimum of four (4) years of progressively responsible administrative, communications, customer service, or municipal government experience preferred. OR
· Education in a related field required and a minimum of five (5) years of progressively responsible administrative, communications, customer service, or municipal government experience preferred.
· Or combination of 6 years of combination of acceptable education and experience as described above.
· Additional experience in grant writing, project coordination, social media management, or public sector administration preferred.
· Valid State of Georgia Driver's License required.
Pay: From $19.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
