JOB SUMMARY
The Part-Time Youth Council and Youth Activities Program Coordinator is responsible for coordinating, administering, and supporting the City’s youth civic engagement programs through the City Manager’s Office. This position serves as the primary staff liaison to both the Youth Activities Committee, which is composed of adult members, and the Youth Council, which is composed of high school student members.
ESSENTIAL FUNCTIONS
- Coordinates the City’s Youth Activities Committee and Youth Council programs through the City Manager’s Office.
- Serves as the primary staff liaison to the adult Youth Activities Committee.
- Serves as the primary staff coordinator and responsible City representative for the high school Youth Council.
- Develops annual program goals, meeting calendars, leadership activities, educational sessions, service projects, community events, and travel opportunities.
- Coordinates Youth Council recruitment, applications, selection support, onboarding, orientation, rosters, attendance records, and participant documentation.
- Tracks committee and council action items, assignments, deadlines, service projects, participation, and program outcomes.
- Prepares reports, updates, briefing materials, and recommendations for the City Manager’s Office, Youth Activities Committee, Youth Council, and elected officials as needed.
- Ensures program activities align with City policies, administrative direction, budget requirements, and risk-management expectations.
- Provides staff support to the Youth Activities Committee composed of adult members.
- Prepares Youth Activities Committee agendas, packets, meeting materials, notices, and supporting documentation.
- Attends Youth Activities Committee meetings, including evening meetings as required.
- Prepares or coordinates meeting minutes, summaries, and records of action.
- Tracks recommendations, motions, assignments, and follow-up items from the adult committee.
- Assists the committee with planning youth-related events, programs, educational opportunities, community engagement activities, and recommendations to the City.
- Ensures the adult committee’s work remains consistent with City policies, budget limitations, and City Manager’s Office direction.
- Coordinates the Youth Council composed of high school student members.
- Prepares Youth Council agendas, meeting materials, leadership activities, project assignments, and educational content.
- Facilitates or supports Youth Council meetings, workshops, service projects, and civic education activities.
- Helps youth members understand local government, public service, civic responsibility, leadership, community engagement, and public decision-making.
- Supports youth officers or student leaders while maintaining appropriate staff oversight and City direction.
- Tracks Youth Council attendance, participation, project completion, and service activities.
- Coordinates opportunities for Youth Council members to interact with City staff, elected officials, schools, civic organizations, and community partners.
- Provides responsible adult supervision for Youth Council members during assigned City-approved activities.
- Maintains appropriate professional boundaries with youth participants.
- Ensures youth participants follow City expectations, codes of conduct, event rules, travel rules, and safety procedures.
- Coordinates required forms, waivers, permission slips, emergency contact information, medical information as allowed by policy, and parent/guardian communications.
- Monitors attendance, participant accountability, and behavior during meetings, travel, events, service projects, and activities.
- Reports incidents, safety concerns, behavioral concerns, or policy issues promptly to the City Manager, Assistant City Manager, or designee.
- Follows City procedures for youth protection, incident reporting, emergency response, and risk management.
- Plans, coordinates, and attends approved Youth Council travel, educational trips, conferences, field trips, tours, training programs, and civic engagement events.
- Serves as the responsible City staff representative during assigned travel and off-site Youth Council activities.
- Coordinates transportation, schedules, itineraries, lodging if applicable, meals, registration, chaperone needs, emergency contacts, and parent/guardian communication.
- Ensures all travel plans are reviewed and approved according to City policy before implementation.
- Coordinates permission forms, emergency procedures, supervision plans, behavioral expectations, travel rules, and risk-management requirements.
- Maintains accountability for youth participants during travel and off-site activities.
- Coordinates educational experiences with schools, state and local government agencies, nonprofits, civic organizations, and community partners.
- Prepares post-event summaries, budget reconciliations, and follow-up reports as needed.
- Assists with development and management of budgets for the Youth Activities Committee and Youth Council.
- Tracks program expenditures, travel costs, event costs, registration fees, meals, transportation, supplies, sponsorships, donations, and other funding sources.
- Coordinates purchasing, reimbursements, invoices, procurement documentation, and budget compliance with Finance and the City Manager’s Office.
- Prepares budget updates, project cost estimates, funding recommendations, and financial reports.
- Assists with identifying grants, sponsorships, donations, partnerships, and fundraising opportunities where appropriate.
- Ensures responsible use of public funds and compliance with City purchasing policies.
- Coordinates youth programs, service initiatives, civic engagement projects, leadership activities, educational programs, and community events.
- Works with City departments, schools, parents, elected officials, nonprofits, civic organizations, and community partners.
- Develops project plans, timelines, checklists, assignments, and implementation schedules.
- Supports youth members and adult committee members in identifying, planning, and completing meaningful civic projects.
- Coordinates speakers, tours, training sessions, government education programs, and leadership development opportunities.
- Monitors project progress and provides updates to the City Manager’s Office.
- Elevates policy, budgetary, safety, legal, or operational concerns as needed.
- Develops and supports outreach strategies to promote the Youth Activities Committee and Youth Council.
- Coordinates recruitment efforts with schools, parents, students, civic groups, and community partners.
- Drafts website content, flyers, newsletters, social media content, press releases, presentations, and public announcements, subject to City review.
- Promotes youth involvement in local government, civic responsibility, volunteerism, leadership, and community service.
- Represents the City professionally at Youth Council events, Youth Activities Committee meetings, school events, community meetings, and public functions.
- Builds positive relationships with students, parents, schools, adult committee members, elected officials, staff, and community partners.
- Maintains accurate files, attendance records, rosters, applications, waivers, permission forms, meeting records, financial records, travel documents, incident reports, and correspondence.
- Assists with compliance related to public meetings, public records, purchasing, risk management, youth supervision, travel, and City policies.
- Maintains confidentiality of youth participant information, parent/guardian contact information, and sensitive records.
- Coordinates with the City Clerk, Finance, Human Resources, Legal, Risk Management, and other departments as needed.
KNOWLEDGE REQUIRED BY THE POSITION
- Knowledge of youth programming, civic education, volunteer coordination, program management, meeting management, community outreach, and event planning.
- Ability to work effectively with both adult committee members and high school student participants.
- Ability to supervise and coordinate youth participants in a professional, safe, and responsible manner.
- Ability to plan and manage meetings, travel, educational events, service projects, and community activities.
- Ability to prepare agendas, minutes, reports, correspondence, public-facing materials, and presentations.
- Ability to manage budgets, track expenditures, and follow purchasing procedures.
- Ability to communicate effectively with youth, parents, schools, adult volunteers, elected officials, City staff, and community partners.
- Ability to exercise sound judgment, especially when responsible for minors.
- Ability to respond appropriately to incidents, schedule changes, behavioral issues, travel issues, and safety concerns.
- Ability to maintain professional boundaries and confidentiality.
- Strong organizational, writing, communication, and follow-up skills.
- Ability to work independently while following City policies and City Manager’s Office direction.
SUPERVISORY CONTROLS
The employee works under the general direction of the City Manager, Assistant City Manager, or designee. Work is assigned through established program goals, project priorities, meeting schedules, and administrative direction. The employee exercises independent judgment in coordinating program activities, meetings, events, travel arrangements, communications, and day-to-day operations. Work is reviewed through conferences, reports, program outcomes, adherence to policies, and achievement of established objectives.
GUIDELINES
Guidelines include City policies and procedures, Youth Activities Committee bylaws or governing documents, Youth Council program requirements, City travel policies, purchasing policies, risk management procedures, youth supervision standards, public meeting requirements, public records laws, budget procedures, and applicable federal, state, and local laws. The employee must interpret and apply policies and procedures while exercising sound judgment in situations involving youth participants, program activities, travel, scheduling, and community engagement initiatives.
COMPLEXITY/SCOPE OF WORK
The position is responsible for coordinating meetings, agendas, programs, budgets, educational activities, community outreach, service projects, youth leadership initiatives, travel, and special events. The employee serves as the responsible City staff representative for assigned Youth Council activities and may be responsible for supervising high school participants during meetings, travel, conferences, field trips, educational programs, community service projects, and other City-approved activities.
CONTACTS
Because this position involves work with minors, public-facing programs, adult committee members, parents, schools, and elected officials, the role requires sound judgment, professionalism, strong organization, and strict compliance with City policies, risk-management procedures, youth supervision standards, and approved travel practices.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- The work is performed in a variety of settings, including offices, meeting facilities, schools, community centers, recreational facilities, outdoor venues, conference locations, and other program sites. The employee may be required to travel locally and occasionally outside the area for conferences, educational programs, field trips, and approved Youth Council activities.
- Physical demands include sitting, standing, walking, bending, reaching, lifting, carrying materials, operating standard office equipment, and transporting program supplies and materials weighing up to 25 pounds. The employee may be required to supervise and monitor youth participants during meetings, events, community service projects, travel activities, and outdoor programs. Work may involve evening meetings, weekend events, and occasional overnight travel.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
None.
MINIMUM QUALIFICATIONS
- High school diploma or equivalent required.
- Associate’s or bachelor’s degree in public administration, education, recreation, youth development, communications, nonprofit management, political science, social work, or a related field preferred.
- Two years of experience in youth programming, education, recreation, community outreach, event coordination, volunteer management, local government, nonprofit work, or a related field preferred.
- Experience working with youth or student groups strongly preferred.
- Equivalent education, training, and experience may be considered.
Preferred Qualifications
- Experience coordinating youth councils, student leadership programs, school-based programs, civic education programs, youth advisory boards, volunteer committees, or service programs.
- Experience coordinating travel, field trips, conferences, educational events, or youth activities.
- Experience working with parents, schools, adult volunteers, elected officials, nonprofits, and community partners.
- Familiarity with local government operations, public meetings, public records, budgeting, and civic engagement.
- CPR, First Aid, youth protection, defensive driving, or similar training preferred or required within a specified period after hire.
Special Requirements
- Must possess and maintain a valid driver’s license if required to drive for City business.
- Must successfully complete any required background check, motor vehicle record check, and youth-safety screening.
- Must be able to attend evening meetings, weekend events, travel programs, and occasional overnight activities if approved by the City.
- Must complete required City training related to youth supervision, travel, safety, incident reporting, harassment prevention, ethics, and risk management.
- May be required to drive a City vehicle, rental vehicle, or personal vehicle for City-approved business, subject to City policy.
- Must comply with all City travel, purchasing, supervision, and risk-management policies.
The qualifications listed above represent the credentials necessary to perform the essential functions of this position. To be successful in this position, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.
