Communications Specialist - PD

Hiring Range: $58,343.00 - $64,177.50 annually 

Work Schedule: Generally, 40 hours, Monday through Friday; may work evenings and weekends as necessaryAs a member of the Communications Division, the Communications Specialist-PD is responsible for coordinating and implementing public relations, marketing, and/or educational programs and for helping develop and implement a detailed public relations strategy for the Windsor Police Department. The Communications Specialist-PD handles electronic and print media activities, press releases, and advertising; meets with interested parties to promote programs and services; writes and edits written materials for a variety of audiences and mediums; attends community events; and maintains and updates the town websites as needed. The person in this role also serves as a designated Public Information Officer for the Windsor Police Department when assigned by the Communications Manager. This position requires the ability to work independently and with teams, while providing excellent, respectful customer service and human relations skills, in support of the Town of Windsor's mission and values. The Communications Specialist-PD is required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Employment Opportunity policy.        The Communications Specialist-PD works under the direct supervision of the Communications Manager to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances.No supervisory responsibilities or control exercised.The Communications Specialist-PD is assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements as determined by the town, department, division, and pursuant to laws, regulations, and practices. Individuals in this position must be able to successfully perform, be responsible for, and/or assist in the fulfillment of many job functions and duties, with or without reasonable accommodation.The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:Marketing/Communications 

• Work collaboratively with Communications Division staff and the Windsor Police Department to create, maintain and implement detailed public relations and marketing strategies in accordance with the town’s goals and values. 
• Assist in the monitoring, coordinating, and administration of multiple social media platforms such as Facebook, Twitter, LinkedIn, YouTube, etc. and for the department’s website, as well as supporting the department in their social media and marketing efforts.  
• Serves as a designated Public Information Officer for the Police Department at the direction of the Communications Manager and provides communications support for emergency and crisis messaging both during and outside regular business hours when assigned. 
• Provide editorial and design direction; quality control and proofreading; oversee production; and create/implement distribution plans.
• Create and implement marketing/advertisement plans for various programs, events, and activities. 
• Propose and coordinate programs and events to maximize town visibility.

Project Management/Customer Service

• Oversees, in collaboration with Communications Division staff, the development, distribution, and maintenance of print collateral including newsletters, brochures, annual reports, event invitations, and promotional items. Works with the Police Department and staff to meet public relations goals and to ensure developed materials comply with town’s brand guidelines and other internal design standards.
• Initiate meetings with departments/divisions to compile background information, photos, and support material for current and future needs.
• Listens to internal customer priorities and anticipates needs.
• Uses a variety of publishing and design software programs to prepare layouts and designs for materials, publications, and forms.
• Accurately reviews and processes communication requests, and keeps records of projects, including status, staff input, guidance, comments, questions, time spent on projects, drafts, and other information via the Communications Division’s project management software.
• Develop projects in an accurate and timely manner, meeting final and preliminary deadlines by working with staff, as needed.
• Provide exceptional customer service by promptly answering questions and providing service resolution, as well as providing regular status updates for ongoing or lengthy projects. 
• Works with external vendors and the Creative Services Supervisor on printing projects and graphic design including printer relationships, pre-press, ordering, and direct mailings.
• With Communications Manager oversight, researches, identifies, and utilizes marketing opportunities to increase awareness of department and town events and issues.
• Maintain open and regular dialogue with the Police Department and Communications staff.
• Inform the Communications Manager of public concerns, as well as developing issues, and opportunities within the organization.
• Coordinates, researches and writes content and ensures deadlines are met for town-wide publications, including internal communications.
• Respond to citizen and customer inquiries, via telephone, social media, and email in a timely manner.
• Review and edit materials prepared by others in a timely manner and following Associated Press (AP) writing style guidelines.

Administrative Duties

• Coordinate activities with other departments and agencies as needed. 
• Work in collaboration with co-workers to meet department and overall organizational goals.
• Meet deadlines, interpret established guidelines and research, and recommend possible changes for greater efficiency and effectiveness.
• Provide organization, record keeping, and follow-up for invoices and statements related to marketing projects and associated budgets. 
• Operate town-issued computer and software programs. 
• Work independently and set priorities for work assignments, ability to manage multiple tasks.
• Work flexible hours including weekdays, weekends, evenings and holidays when required.
• Produce written documents with clearly organized thoughts using proper sentences, punctuation, and grammar.
• Operate a motor vehicle in traveling to and from work sites or meetings.   
• Take proper safety precautions, anticipate unsafe circumstances, and act accordingly to prevent accidents.  Use all required safety equipment. 
• Recommend new Communications initiatives to broaden town exposure.
• Inspire creativity and innovation in co-workers and division staff.

OTHER DUTIESDepending on organizational need, additional duties may include the following:EDUCATION, EXPERIENCE AND FORMAL TRAINING

• Must be at least 18 years of age
• Bachelor’s degree in graphic design, communications, advertising, public relations, marketing, or a related field from an accredited university or college
• Two (2) years of experience as a Communications Coordinator for the Town of Windsor; or
• Three (3) years of equivalent work experience in a communications, public relations, or similar setting
• Experience with graphic design software, website content management systems (CMS), and development of communications/marketing plans
• Experience planning, coordinating, and promoting special events
• Experience in Adobe Creative Cloud software (Photoshop, Illustrator, InDesign) strongly preferred
• Must demonstrate strong competency in writing and public relations, including social media
• Municipal government or other public sector experience preferred
• Equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities to perform the essential functions of the job

LICENSES OR CERTIFICATES

• Must have a current Colorado Driver’s License or the ability to obtain one upon hire, that meets the Town of Windsor’s standards
• Have or acquire, within 1 year of hire, FEMA Basic Public Information Officer (PIO) certification.

• Ability to read and write is essential.
• Knowledge of government operations and administrative processes. 
• Able to distill large quantities of information into meaningful messages and interesting stories.
• Knowledge and experience in writing and proofreading written materials in AP Style.
• Knowledge of basic emergency communications functions using FEMA’s National Incident Management System (NIMS) and Incident Command System (ICS) framework.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to work cooperatively with supervisors, co-workers, and other staff in the completion of projects.
• Ability to handle multiple work assignments and meet strict deadlines.
• Knowledge of basic graphic design principles and practices, including hierarchy, grid structures, color, and typography.
• Knowledge of industry-specific software programs, which including Microsoft Office, various internet applications (Canva, Sprout Social, Bit.ly, etc.), and the Adobe Creative Cloud suite.
• Ability to communicate effectively, both verbally and in writing.
• Ability to remain tactful, helpful, and friendly in dealing with the public and other employees. 
• Ability to document work clearly and thoroughly. 
• Ability to use independent judgment in routine and non-routine circumstances, and in critical situations. And to make proper notifications to the Communications Manager.
• Must possess a combination of creative, technical, analytical, organizational, communication, and interpersonal relationship skills and professionalism.
• Ability to multi-task and prioritize to meet deadlines.
• Ability to work independently or in a team environment, as needed. 
• Strong competency in writing, desktop publishing, and graphic design software.
• Ability to successfully pass the determination of eligibility; an additional and more extensive background screen necessary to work in the Police Department building, either supervised or unsupervised.    

Materials and equipment used include, but may not be limited to the following:

1. Equipment:  Position requires the use of a variety of equipment: computers, tablets or other digital equipment, digital cameras, copiers, printers, scanners, fax machines, telephones, and town-owned vehicles.
2. Materials:  Position requires the use of a variety of materials: N/A

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The physical activities of this position include, but are not limited to, the following: kneeling, stooping, crouching, reaching, lifting, fingering, sitting, standing, walking, grasping, feeling, talking, hearing and repetitive motions. 

The physical requirements of this position are considered Light Work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. 

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

The employee is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

This position is not considered safety sensitive because the individual does not operate a commercial motor vehicle, as a regular function of his/her daily job duties.  

Note:  This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles or responsibilities associated with the position.   Nothing in this position description restricts the town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time.  
 
The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
The town is dedicated to the principles of equal employment opportunity.  The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.

Salary : $58,343 - $81,681