Special Assistant to the Mayor - Office of the Mayor

Position Summary

Position is responsible for staffing and assisting the Mayor in carrying out daily responsibilities to assure the office is responsive to the needs of all neighborhoods/citizens with regards to providing the best possible service to the community. Position reports to the Deputy Chief of Staff - Operations.

Position requires the knowledge of established policies and procedures, which controls most of the incumbent(s) actions. Independent judgment is exercised when interpreting policies and procedures and determining the effective course of action in resolving citizen complaints /problems and determining the need for the Mayor's involvement in meetings, programs, etc.

Agency Summary

As the head of the executive branch, the Office of the Mayor is responsible for enforcing city ordinances and state laws; appointing, supervising and removing heads and employees of city government departments, agencies and divisions; appointing, supervising, and removing deputy mayors, with appointments subject to City-County Council approval; communicating and coordinating with the City-County Council concerning the financial condition and budget of the city and county; and setting the salaries of city employees.

Equal Employment Opportunity

The City of Indianapolis Marion County is an equal opportunity employer . All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

• Assist the Mayor at public facing events daily, including advance, day-of staffing, and post event follow-up to ensure logistical success of the Mayor’s schedule.
• Coordinate with the Mayor’s Deputy COS Operations to ensure the short and long-term schedule planning are coordinated with both this office and other departments across the City-County government.
• Coordinate with the Communications team on social media postings; this includes taking photos and sharing with the Communications Coordinator to post online.
• Assist with scheduling the mayor's appointments, meetings, public appearances, ceremonies, etc.
• Assist with keeping the Mayor informed of activities and special projects within various departments.
• Upon request, assist with the preparation of presentations for the Mayor.
• Upon request, conduct research and makes recommendations to the Mayor on special reports, requests from other departments, requests from citizens, etc.
• Upon request, review and respond to correspondence.
• Assist the Constituent Services team with Boards and Commissions; this includes on-boarding new appointees, keeping the database and paperwork up-to-date and preparing for monthly meetings.
• Provide leadership in the development and semesterly implementation of the Mayor’s Office Internship Program (MOIP)
• Work with City leadership and colleges to create procedures for ensuring the academic quality and integrity of internships, including dual credit reporting
• Conduct semesterly needs analyses with City department heads to identify specific capacity and skill set requirements for incoming cohort candidate pool
• Initiate and build partnerships with colleges, city departments, and community partners to develop student opportunities for experiential endeavors locally and regionally
• Maintain internship database for purposes of tracking and improving policies and procedures
• Manage all essential HR duties including candidate recruitment, application management and review, interview processes, orientation and onboarding, and dismissal of interns
• Collaborate with college career staff to assist in the development of internship relations through verbal and written communications.
• Assists in the semesterly placement of the IUI Hudnut Scholar and similar collegiate partnerships/engagements. - Overview of current engagements Hudnut Placement SOP
• Host individual and group orientation meetings, collaborate with Mayor’s Office staff to organize front desk, constituent services, and communications trainings
• Plan and organize weekly Lunch and Learns with City and community leaders, educational field trips, professional development workshops, and similar learning opportunities for interns
• Provide leadership and direction in the areas of individual assessment, educational choices, career planning, and employment opportunities for MOIP interns
• Research appropriate websites and resources to support the continually professional development of interns
• Facilitate connections between City staff, MOIP interns, Mayor’s Youth Leadership Council, and parallel youth programming to foster meaningful mentorship opportunities
  
  

This list of responsibilities is not intended to be all-inclusive and may be expanded to include other responsibilities that management may deem necessary.

Qualifications

High School education and/or GED. Effective in treatment of citizens whether face to face and/or telephonically in a professional and courteous manner. Demonstrate creative ability when presented with unformatted projects and/or ideas. Must be able to communicate effectively both in oral, verbal, and written formats. Ability to deal with controversial situations and provide solid solutions to problems.

Preferred Job Requirements And Qualifications

Bachelor’s degree. Knowledge of the physical make-up of the community and understanding of all segments of its residents is preferred.