Legislative Aide - District 3

Summary: This position is for a Legislative Aide to the District 3 County Commissioner. The purpose of the role is to provide administrative, social media outreach, technical, constituency outreach and event planning support. This position provides support for the development of policy objectives, procedures and operating plans for the office of District 3 County Commissioner. The role serves at the pleasure of the District 3 Commissioner requiring strong organizational, written & verbal communication skills in a faced paced public sector environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to:

· Receives and responds to inquiries and concerns through telephone, email, text and personal contact on behalf of the District Commissioner; exercises discretion and tact; escalates to the District Commissioner’s attention on items requiring immediate attention.

· Manages, routes and troubleshoots constituent concerns through appropriate follow-up with other departments. Immediately follows up with constituents while keeping the District Commissioner informed on action items.

· Creates and generates complex materials for assigned District Commissioner to include overseeing budgets, correspondences, documents, proclamations, contracts and reports.

· Maintains assigned District Commissioner’s calendar and coordinates schedules for meetings, interviews, travel, training, conferences, media coverage and speaking engagements.

· Drafts and prepares letters and other correspondence for assigned District Commissioner’s signature including information that may be of a confidential or sensitive nature. Responsible for conducting research to obtain information to be included in correspondence.

· Reviews all documentation and processes for the District Commissioner to ensure proper grammar, punctuation and format are used.

· Opens, sorts, screens and prioritizes daily communications, including reviewing to determine further distribution to affected departments and staff, makes copies as needed and provides such to District Commissioner with notations and recommendations accordingly.

· Represents the District Commissioner when they are unavailable at events, meetings, presentations or other functions to include ribbon cuttings, community meetings and other county initiatives.

· Serves as a liaison between County Departments and Board of County Commissioners for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive County relations; conveys information among County Departments and Board of County Commissioners to constituents; circulates documentation to appropriate persons.

· Facilitates and coordinates communication between the District Commissioners, city/county/state/federal officials, staff, county personnel, stakeholders and constituents in the development of legislation. Tracks advancement of legislation (resolutions/proclamations/ordinances) through the legislative process.

· Conducts district event planning (set-up/ clean up); coordinates with internal and external persons to plan and successfully execute events; manages projects to include preparing research reports to gather background information and materials to prepare updates; research public records, ordinances, policies and procedures to prepare detailed reports outlining any discrepancies and recommending policies, solutions and/or other courses of action.

· Stays abreast of County Commissioners committee assignments and projects and anticipates their needs by gathering records, reports, correspondence, statistics or other information; updates and manages constituent database; keeps up to date on what’s happening throughout Douglas County.

· Provides administrative support for meetings; prepares meeting agendas, packets, and related documentation; coordinates meeting rooms/facilities, equipment, and refreshments; notifies participants of scheduled meetings; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; maintains official records.

· Assists in the development and content for the District Commissioner’s newsletter, text and email communications to constituent groups; draft speaking points for the District Commissioner; creates content for and posts to District Commissioner’s social medial platforms, attends community events with the commissioner to take videos & photos while conducting outreach to local businesses and serves as a point of contact in the office for the business community; and regularly update the District Commissioner’s website.

· Performs other duties as assigned by the District 3 Commissioner.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

· Requires an Associate’s Degree or the equivalent of two (2) years college coursework in Public Administration, Business Administration, Political Science, Communications, or related field; Bachelor’s Degree preferred; 3 to 5 years relevant work experience preferred in legislative/government affairs; must have excellent customer service skills along with exceptional organizational skills in addition to strong written & oral communication skills; or any equivalent combination of education, training and experience which exceeds the requisite knowledge, skills and abilities for this job.

· May require possession or ability to obtain and maintain a valid State of Georgia Notary Public certification.

CERTIFICATES, LICENSES, REGISTRATIONS:

· Possess and maintain a valid Georgia driver’s license (Class C) and a satisfactory motor vehicle record (MVR) if assigned job duties requiring the use of a vehicle.

KNOWLEDGE, SKILLS, AND ABILITIES:

· Maintains great working relationship with other County Commissioners, County Executive and County Departments staff.

· Knowledge of or ability to learn county and department operations, ordinances, policies, procedures, terminology and materials as they relate to assignment.

· Knowledge of or ability to learn state laws and regulations as they relate to assignment

· Knowledge of business English, spelling and grammar.

· Knowledge of mathematical computations: addition, subtraction, multiplication, and division using whole numbers, common fractions and decimals Knowledge of legal processes and terminology if required by assignment.

· Knowledge of modern office practices, methods and equipment.

· Knowledge of specialized software, materials, terminology and forms essential to the assignment.

· Skill in effective inter-personal and public relations and customer service; excellent oral and written communication skills to satisfactorily resolve conflicts and issues and to explain established policies and procedures to employees and the public

· Skill in performing tasks which require attention to detail, and completing assigned jobs efficiently and correctly.

· Skill in planning, prioritizing, and organizing work; ability to handle multiple work assignments and deadlines efficiently, accurately, and professionally; skill in planning, prioritizing, organizing, reviewing and evaluating the work of others.

· Skill in the use of personal computers, MS Office Suite (Word, Outlook, Excel, PowerPoint, CRM databases, Google software and other applications as required); typing and entering data into a computer system accurately and efficiently.

· Ability to communicate and interact clearly and effectively with all those contacted in the course of work in a professional and courteous manner, both orally and in writing, establishing and maintaining effective, professional, and cordial working relationships.

· Ability to handle confidential information professionally and to exercise discretion in performing assigned job duties; inability to maintain confidentiality will be grounds for dismissal.

· Ability to make sound, independent decisions within policy guidelines by exercising good judgment and intelligent situation-assessment.

· Ability to read, analyze, interpret, and comprehend a variety of documents such as memos, instructions, correspondence, technical and legal documents, blueprints, ordinances, policies, design plans, maps and deeds, et cetera as they relate to assignment.

· Ability to reconcile data; make necessary additions, revisions, and updates.

· Ability to remain composed, professional and pleasant in a stressful, fast-paced, high-volume environment.

· Ability to research, analyze data, and compile information to create clear and concise reports, records, correspondence, and other written material; ability to create clear, accurate, and effective presentations; ability to develop promotional materials; ability to compose high-level correspondence without assistance.

· Ability to analyze and resolve routine, non-routine, and complex problems, evaluating alternative solutions and adopting effective course of action by applying or adapting established policies and procedures.

· Ability to work in a team setting.

· Ability to work independently in the absence of specific instructions or direct supervision.

· Ability to work flexible schedules to include nights, weekends and holidays.

Must be a team player and willing to work well with others .

Salary: $48,684.48 annually, ($23.4060 hourly) plus full benefits package

Employment Opportunities (Section 13-50)

“ The recruitment, selection, appointment and promotion of employees shall be in such a manner as to promote equal employment for all persons without regard to race, age, color, creed, religion, ancestry, gender, national origin, physical handicap or political affiliation or sexual preference.�