DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS
The Manager of Constituent Services & Administrative Affairs is a key member of Council Member Tiffany D. Thomas’s team, dedicated to connecting residents to city services, resolving issues, and ensuring the office operates efficiently. This dual-function role balances case management and office administration, providing timely and accurate responses to community concerns while overseeing critical office functions such as budget tracking, vendor coordination, and scheduling.
As both a gateway and a gatekeeper, the Manager ensures residents feel heard and supported, while managing a high-demand schedule to enhance the Council Member’s impact. By embodying Council Member Thomas’s vision for excellence in public service, the Manager fosters meaningful interactions, promotes equitable access to resources, and ensures the Council Member’s time is strategically optimized to address key priorities and initiatives.
WORK DUTIES INCLUDE, BUT ARE NOT LIMITED TO :
Constituent Services & Community Engagement
- Serve as a primary contact for constituent concerns, addressing issues related to housing, infrastructure, public safety, solid waste, and neighborhood improvements through city services such as 311.
- Act as a liaison to city departments, government agencies, and private organizations to ensure timely resolutions to constituent needs and concerns.
- Represent the Council Office at Super Neighborhood, HOA, and Civic Club meetings, National Night Out events, and other neighborhood-centered gatherings – when needed.
- Support major district-wide initiatives such as the Faith & Affordable Housing Summit, Deed Restriction Workshop, Summer of Safety, and disaster-related responses through planning, coordination, and logistical assistance.
- Track and analyze constituent inquiries, identifying trends and recurring issues to inform Council Member Thomas’s decision-making and policy advocacy.
Administrative & Office Management
Oversee office financial operations, including budget preparation, p-card reconciliations, vendor contracts, and payment processing.Perform requisition and receiving functions, track deliveries, and maintain basic inventory needs for office operations.Organize and maintain schedules and appointments for Council Member Thomas, ensuring availability for key meetings and events. Serves as gatekeeper and gateway for internal and external meetings related to District F and stakeholders.Manage correspondence, including screening calls, handling mail, and preparing meeting materials.Prepare internal reports, summaries, and correspondence to support the Council Member’s engagement and legislative efforts.Maintain the calendar for conference rooms or other facilities and coordinate travel arrangements.CHARACTERISTICS AND SKILLSETS FOR SUCCESS
Characteristics
Empathy and Patience : Demonstrates care for constituent concerns and approaches challenges with a solutions-oriented mindset.Adaptability : Thrives in a fast-paced environment, balancing community engagement and administrative responsibilities.Professionalism : Represents the Council Office with integrity, discretion, and respect for diverse community members.Community-Centered Approach : Committed to public service and improving the quality of life for District F residents.Resilience : Maintains energy and motivation in the face of challenges and shifting priorities.Humility and Dedication : Embraces a “roll-up-your-sleeves” mentality, recognizing that public service is about solving problems at all levels—whether it involves logistical support for community events or addressing critical policy matters. The ideal candidate doesn’t view any task as “not their job” but instead as part of the collective mission to deliver results for District F.Skillsets
Communication : Excellent customer service. Strong verbal and written skills to draft correspondence, prepare reports, and respond to constituents, colleagues, and senior levels management in various departments.Problem-Solving : Ability to think creatively and propose actionable solutions to constituent concerns.Project and Time Management : Effectively prioritize and manage multiple projects simultaneously while meeting deadlines.Technical Proficiency : Comfortable using Microsoft Office Suite, data tracking systems, and customer relationship management tools.Government Knowledge : Foundational understanding of municipal services, 311 systems, and navigating city government structures.Cultural Competence : Able to engage with residents from diverse backgrounds, including multilingual communities. (Bilingual skills preferred.)Organizational Skills : Strong attention to detail when handling administrative functions, tracking tasks, tracking constituent requests and trends, and preparing for events.MINIMUM REQUIREMENTS
Education : Bachelor’s degree in Public Administration, Social Work, Political Science, Communications, or a closely related field.Experience : Four years of administrative and / or community engagement experience, with at least two years in public-facing or project management roles.License : Valid Texas Driver’s License.Availability to work selected weekends, holidays and during natural disasters.PREFERENCES
Experience working in community engagement or with civic organizations in the West / Southwest areas of Houston.Bilingual proficiency (any language) to support District F’s diverse community.Familiarity with Houston’s neighborhoods, general interest in housing policies, and community development.Strong organizational and time management skills to handle a high volume of constituent concerns and projects.ALIGNMENT WITH COUNCIL MEMBER THOMAS’S VISION
Shares a passion for public service.Embraces a flexible, dynamic environment where priorities evolve, and collaboration is essential.Maintains a solutions-oriented approach while contributing positively to office culture.Proactively anticipates the needs of the office and takes ownership of tasks with minimal oversight. Should be able to work with a team and independently.
