APPLICATIONS ACCEPTED FROM: ALL PERSON INTERESTED
DIVISION: COMMUNICATIONS & ENGAGEMENT
REPORTING LOCATION: 901 BAGBY ST., 8TH FL.
WORKDAYS & HOURS: MONDAY - FRIDAY 8AM - 5PM*
DESCRIPTION OF DUTIES/ ESSENTIAL FUNCTIONS
Under the guidance of the Director of Communications and Community Engagement, the Associate Staff Analyst will function as a Communications and Community Engagement Coordinator in the Communications and Community Engagement Section, managing the Controller’s community engagement schedule and daily briefing materials and supporting the Communications unit. The Associate Staff Analyst will be responsible for staffing the Controller at certain meetings and events, managing the Controller’s community engagement calendar, monitoring the Controller’s schedule, and supporting communications, administrative, and project management functions. One of the core responsibilities of the Associate Staff Analyst will be preparing the Controller’s engagement briefing book, which includes the Controller’s daily reference materials for all engagements. The Associate Staff Analyst will also support the Controller’s Office Communications unit with its day-to-day operations, including press clips, social media, correspondence, and copyediting. This position will manage an active calendar of appointments and handle logistics of various events and meetings both internally and externally. The person in this position will handle sensitive and confidential information to ensure inquiries are properly addressed and resolved. The ideal candidate will have effective communication, planning, and organization skills, with a commitment to providing excellent customer service, interacting professionally with staff at all levels of the organization, and the ability to multi-task and thrive in a fast-paced environment.
The Associate Staff Analyst duties will include but are not limited to:-
Researches and makes recommendations for addressing issues of basic complexity and/or sensitivity.
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Compiles data, produces information and interprets results through conclusion or recommendation formulation.
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Develops reports, special documents or publications as assigned.
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Completes special projects as assigned, working on a wide variety of financial, administrative, professional, political and community issues and problems of basic complexity.
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Represents supervisor at meetings and functions generally to gather information.
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Handles highly confidential information.
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Prepares, edits and revises department policy and procedure manuals as directed. Responds to correspondence, requests for information, etc. as assigned by supervisor.
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Participates in the development of management and administrative policies, procedures and master plans with both short-term and long-term objectives as assigned.
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Analyzes and reviews management practices and procedures and develops recommendations for improvement.
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Participates in developing solutions for problems of basic complexity as assigned by supervisor.
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Participates in evaluation and design of workflow, processes, various operations systems, etc.
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Assists in developing technological solutions and systems for continuous improvement programs and other appropriate applications.
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Participates in special projects as assigned by the Department Director or Deputy Director and acts as a liaison with external organizations and other Department offices.
WORKING CONDITIONS
The position is physically comfortable; the individual has discretion about walking, standing, etc. but may periodically be subject to outdoor conditions.
EDUCATION REQUIREMENTS
Requires a Bachelor's degree in Business Administration, Public Administration, Communications, Journalism, Economics, or a closely related field to the type of work being performed.
EXPERIENCE REQUIREMENTS
No experience required.
LICENSE REQUIREMENTS
None.
Preference will be given to candidates that have demonstrated strong skills and experience associated with the below essential functions:
Scheduling
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Helps manage Controller’s daily engagement calendar, including scheduling calls, events and speaking engagements.
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Understand strategic, long-term planning needs for the Controller’s schedule, identifying conflicts and flagging problems for intervention and correcting course as appropriate.
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Respond to all scheduling requests in a timely manner while demonstrating a high level of professionalism.
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Work with relevant staff and external partners/stakeholders to prepare necessary materials for appointments and speaking engagements to include in the daily briefing book.
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Research upcoming events and meetings to provide relevant background information, as appropriate.
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Effectively communicate scheduling updates to the Controller and relevant parties, as needed.
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Distribute briefing book with supporting materials daily.
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Answer phones, check voicemails and take messages.
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Conduct proactive follow up and outreach regarding upcoming engagements.
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Coordinate travel arrangements, prepare itineraries, plan logistics, and submit reimbursement information when applicable.
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Prepare meeting space and coordinate logistics for Controller meetings.
Communications
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Compile and circulate press clippings daily.
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Assist Communications unit with communications related needs, including but not limited to, drafting content for the social media calendar and internal newsletter, talking points, constituent correspondence responses, media advisories, and press releases.
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Proofread a wide range of communications, as needed.
Professionalism and Other
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Maintain confidentiality of highly sensitive information.
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Provide analytical and specialized administrative support with complex details and advanced administrative duties.
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Staff the Controller at certain events and meetings, which may include transportation to in-person engagements and occasional nights and weekends.
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Develop and maintain filing systems for correspondence and other materials.
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Proven experience using good judgment and making independent decisions based on limited information and time.
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Ability to plan, organize, and prioritize work assignments.
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Experience working with people of diverse backgrounds.
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Exceptional verbal, written communication, and presentation skills.
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Use of appropriate written and verbal language and grammar with minimal errors.
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Exceptional attention to detail.
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Demonstrated ability to meet multiple demands and customer needs using a variety of methods and best practices while incorporating customer feedback.
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Experience and proficiency with Microsoft Office (e.g., Excel, Word, Outlook, and PowerPoint) and Adobe Acrobat.
**Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.**SELECTION / SKILLS TESTS REQUIRED
Department may administer skills assessment test.
SAFETY IMPACT POSITION No
If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.
SALARY INFORMATION
Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.
PAY GRADE: 20
APPLICATION PROCEDURES
Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: www.houstontx.gov.
To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call (832-393-0453).
If you need special services or accommodations, call (832-393-0453). (TTY 7-1-1)
If you need login assistance or technical support call 855-524-5627.
Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.
All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided.
EOE Equal Opportunity Employer
The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.
