Communications and Admin Support Coordinator
- Employer
- Orange County Property Appraiser
- Location
- Orlando, Florida
- Salary
- Not specified
- Posted
- Jul 27, 2018
- Closes
- Sep 25, 2018
- Industry
- Government
- Category
- Administrative, Communications
Summary
Provides communications and constituent relations support to the Administrative Services Department Serves as a back-up for all areas in the Administration Operations Department as needed. This position requires demonstrable skills in collaborative relationship building, complex and sensitive internal and external communications, and management of special projects. The position requires political acumen, the ability to create and maintain positive working relationships internally and externally and ability to communicate with a broad range of audiences.
Work is performed under the direction of the Director, Communications and External Affairs and under the oversight of the Chief Operating Officer and guidance of the Property Appraiser.
Supervisory Responsibilities
This position has no direct reports.
Duties and Responsilbities
- Actively presents and preserves the Property Appraiser’s brand and image to maintain service excellence and clear and open communication. Develops two-way dialogues with constituents. Attends and conducts public forums and assists the Property Appraiser on community events and provides information about the Property Appraiser’s office. May intervene on behalf of the Property Appraiser’s office before a local government agency.
- Develops relationships with local government officials and community leaders. Provides assistance, where appropriate, in responding to requests of the agency from professional, civic and other groups. Attends local government meetings, monitors legislative changes and activities; provides comprehensive feedback.
- Assists with the planning and execution of outreach/communications strategy and internal communications initiatives.
- Review and analyze written material for objectivity, style, presentation, coherence, sentence structure, grammar, and readability.
- Prepares key message statements for Property Appraiser.
- Prepares correspondence, memoranda, minutes, and other office documents on behalf of the Property Appraiser. Create proof and edit communication materials such as newsletters and other office documents. Create and maintain an up-to-date calendar of meetings and events that involve various demographic constituencies and community leaders as well as professional, civic, and other organizations; attend and provide information about the Property Appraiser’s office.
- Fields media inquiries and functions as communications liaison/coordinator between media and agency. Drafts press releases. Actively monitors local news.
- Supports the agency’s internal and external communications strategy through a variety of communication channels including multimedia, online, photography, videos and presentations. Works closely with the graphics and video department. Creates dynamic PowerPoint presentations, and cultivates our social media presence. Develops and delivers a dynamic architecture of effective internal communications that promotes team member engagement and is in alignment with OCPA’s strategic objectives and desired future state.
- Develop story content for news and featured articles to engage multiple audiences, including strategy for new communication channels. The position will be accountable for developing and coordinating agency internal and external news and events, announcements, and activities such as the monthly agency meetings and internal employee newsletters, etc.
- Serves as a liaison to OCPA departments in the curation of ideas, stories, articles, communication pieces, etc.
- Manage internal communications, content development, scheduling and coordination including emails, Intranet/Internet postings, internal meeting and event scheduling and coordination, and assist in writing content for PR communications. Works within tight deadlines and budgetary constraints and handles multiple projects simultaneously.
- Monitors daily social media activities; assist in managing accounts and provides Public Relations with relevant news of importance.
- Work closely with internal departments to ensure projects are executed in a timely and efficient manner. Makes sure that the team is on time with established deadlines.
- Work closely with leadership as needed to deliver effective internal communications and messaging.
- Work closely with Human Resources to strengthen employee engagement and promote internal programs
- Administers internal communications between the Administration Office, agency employees and other departments. Develops and execute internal communication plan.
- Plan employee engagement activities that include agency meetings and events.
- Provide feedback and ideas on how to boost employee morale. Be a creative problem-solver who sees the value in active brainstorming and collaboration.
- Perform functions of the Executive Assistant in his or her absence, including answering telephones, assisting with office supply ordering and other duties as needed.
- Administer agency travel and accommodation arrangements.
- Must be highly organized and must be able to handle multiple priorities.
- Assists other departments as necessary. Duties, responsibilities and activities may change at any time with or without notice.
Requirements
- Bachelor degree’s in Communications, Government Relations or other relevant discipline from an accredited college or university and a minimum of three (3) years’ experience; OR
- Associate’s degree form an accredited college and at least five (5) years of experience.
- Must be proficient in Microsoft Office, including Word, Excel, PowerPoint and Outlook.
- Must have exceptional critical listening and thinking skills. Ability to identify key issues proactively and to formulate recommendations for change or improvement.
- Must have excellent written, editorial/proofreading skills, verbal communication and interpersonal skills. This may include, but is not limited to, composing departmental correspondence and documents and coordinating and completing administrative projects which may be of confidential nature. Understanding of Associated Press style writing.
- Should be comfortable and skills in giving presentations to public groups and present agency in a professional manner.
- Must have flexibility in work schedule. This includes a varying schedule for early mornings, nights, and weekend events and/or on behalf of the Property Appraiser.
- Flexibility to handle multiple diverse scenarios simultaneously, as well as, handling quick deadlines and prioritizing tasks appropriately.
- Ability to execute a wide variety of communications functions, from event planning to writing and editing clean, clear copy on a tight deadline.
- Ability to operate in a fast-paced environment with multiple high-level priorities.
- Professional writing portfolio required (press releases, social media content, pitches, newsletters, etc.
- Demonstrated ability to use social media channels effectively. Understanding of copyright, licensing and attribution for photos, images, etc.
- Understanding of media and public relations.
- Outstanding project management skills.
NOTE: Each year of required education may be substituted by two (2) years of work experience. Each year of required experience may be substituted by two (2) years of additional education.
Special Provisions
While employed by the Orange County Property Appraiser (OCPA), must not for gratis or for compensation: engage in any real estate activities such as, but not limited to, buying, selling or acting as a broker for others; appraise property; sell OCPA computerized database information; engage in any outside computer programming or consulting. Employees and members of their household may not own or hold financial interest in an appraisal business.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, crouch or crawl, use hands and fingers to handle, feel or operate objects, tools or controls and reach with hands and arms, talk and hear. Lift and/or move 20 pounds on an occasional basis. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Additional physical and/or mental requirements that occur may not be listed above, but are inherent in performing the position’s essential functions.
Special Working Conditions
All county employees may be called upon to assist other departments in a declared emergency situation (i.e. Hurricane).
AT-Will Statement
Employment at the Orange County Property Appraiser’s Office is on an “at-will” basis. It may be terminated at any time, with or without cause by either the employee or employer. It is not guaranteed, contracted or promised for any length of time. No person other than the Orange County Property Appraiser has the authority to alter the at-will status of your employment or to enter into any employment contract with you. The Orange County Property Appraiser reserves the right to change, amend or revoke rates of pay, terms and conditions of your employment and job offers at any time.