Special Assistant to the Mayor

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Distinguishing Features of Work

The Special Assistant to the Mayor plays a vital role in providing advanced administrative support to the Mayor, as well as assisting the Council Office, and Council Members as needed. This encompasses managing day-to-day operational needs, including administrative tasks, social media management, community outreach, and basic research. The position involves responding to citizen inquiries, handling confidential matters with discretion, and preparing materials for public presentations. Proficiency in navigating social media platforms and implementing strategic outreach initiatives is essential, with experience in major social media platforms such as Facebook, Instagram, Twitter, LinkedIn, YouTube, and TikTok. Proven ability to navigate platform nuances, algorithms, and updates to maximize reach and engagement. Responsibilities also include coordinating meetings, managing schedules, and facilitating appearances for the Mayor and Council Members. Additionally, the role involves creating agendas, recording meeting minutes, and maintaining program databases. Strong organizational and supervisory skills are required to ensure the smooth execution of mayoral and council events, including logistical arrangements and social media documentation. In the absence of the immediate supervisor, the position provides on-site guidance and assistance, occasionally requiring vehicle operation. The role may encompass additional duties as assigned by the City of Wichita.

This posting may close at any time.

Examples of Work Performed

• Navigates social media platforms and develops strategies to maximize reach and engagement.
• Recommends communication strategies that engage the community on topics of interest to the public.
• Attends meetings with Communications team to create social media strategy within a larger content calendar.
• Creates and curates high-quality, engaging content for social via major social media platforms such as Facebook, Instagram, Twitter, LinkedIn, YouTube, and TikTok.
• Identifies key stakeholders and coordinates communication between the Mayor and senior management on a variety of projects.
• Coordinates responses to media inquiries in collaboration with Communications team.
• Accompanies the Mayor to events to document for social media and prepares background materials as needed.
• Receives and screens requests for appearances; secures and communicates background information on meetings / events.
• Prepares daily schedules for the Mayor, including information on time, date, location, and contact person for each meeting or event along with a list of attendees and supporting information.
• Communicates Mayoral appearance dates to the Communications Team for media notification.
• Records minutes or takes notes at meetings with staff employees, outside agencies, boards and/or commissions.
• Ensures travel plans requiring City Council approval are provided to the City Clerk's Office for placement on the City Council agenda.
• Prepares a yearly travel calendar in anticipation of Mayor and Council Member travel requests. Coordinates plans for the Mayor and Council Members for conferences and events, transportation, and hotels as needed.
• Plans, organizes, develops, and supervises logistical arrangements for a variety of Mayoral and Council events, including responsibilities for meeting room configuration, equipment preparation, and acquiring necessary materials such as agendas.
• Prepares correspondence, brochures, and other narrative material; prepares information for boards, committees, and/or task forces in information gathering and agenda creation.
• Maintains program or project information database or files.
• Speaks with citizens and organization representatives to respond to routine correspondence, creates materials for public presentations, and prepares the Mayor for upcoming meetings.
• Conducts management analysis of a minor nature related to operations and organization and presents findings.
• Receives and screens visitors and telephone calls, provides information, and handles issues that require sensitivity, confidentiality, and sound independent judgment.
• Provides on-site guidance and assistance when the immediate supervisor is not available.
• Resolves confidential and sensitive issues using sound independent judgment.
• Completion of work assignments will require the operation of a vehicle.
• The examples of work performed are not intended to be all-inclusive. The City of Wichita reserves the right to assign additional duties and responsibilities as needed.

Requirements of Work

• Knowledge of standard computer keyboard configurations and ability to access, interpret, and record information through use of video display terminal and keyboard.
• Working knowledge of Microsoft Office products.
• Demonstrated expertise in major social media platforms such as Facebook, Instagram, Twitter, LinkedIn, YouTube, and TikTok.
• Proven ability to navigate platform nuances, algorithms, and updates to maximize reach and engagement; ability to take ownership and produce results.
• Must be proficient in creating and curating high-quality, engaging content for social media channels in collaboration with Communications, within a larger content calendar.
• Excellent knowledge of social media best practices, emerging trends and strategies.
• Ability to multi-task and think critically.
• Demonstration of discretion when handling confidential information, including in verbal and written communication, meetings, and interactions with others.
• Ability to communicate clearly and effectively, both orally and in writing.
• Strong interpersonal skills and the ability to develop and maintain effective working relationships with associates, employees of other departments, representatives of other organizations, and the public with a willingness to work as part of a larger team.
• Ability to apply judgment and sound decision making appropriate to level of assignment.
• Knowledge or ongoing interest in local government.
• Must have and maintain a valid Kansas driver's license.
• An employee shall not pose a direct threat to the health or safety of other individuals in the workplace.

Required Experience and Training

An associate degree is required, bachelor's degree or higher from an accredited university is preferred. A minimum of three (3) years' experience in an office/administrative setting with direct responsibilities for handling calendar scheduling, meetings, taking of minutes and handling confidential or high-profile situations is required. Demonstrated experience with social media strategies using multiple platforms is required. A strong understanding of social media key performance indicators (KPIs, analytics, tracking and reporting) preferred. A minimum of three (3) professional references at application are required, please include email and phone number. Offers of employment are contingent upon passing a pre-employment physical, which includes drug and alcohol screening, and upon satisfactory evaluation of the results of a criminal record check.

CITY OF WICHITA FULL-TIME EMPLOYEE BENEFITS 1. VACATION - Most employees with less than five years employment earn 10 days of vacation per year. After five years, accrual rates increase at varying rates to varying maximums, depending on work schedule and/or union representation. Employees can accumulate and carry forward up to 240 hours each year. 2. HOLIDAYS - There are eleven paid holidays. Employees also receive one Personal Holiday that is granted after the first six months of employment. 3. SICK LEAVE - Sick leave accrual begins at one-half day per month. After five years, sick leave accruals are one work day per month. Employees can accumulate and carry forward all unused sick leave each year. Employees who use 24 hours (3 days) or less of sick leave in a calendar year earn a "Well Day." An additional "Well Day" can be earned following a year of perfect attendance. 4. HEALTH INSURANCE - UMR / United Healthcare provides two levels of medical and prescription drug plans. Both medical plan are PPOs and do not require selecting a physician or referrals for specialty care. Both medical plans include Teladoc virtual care (primary care/mental health benefits at no charge), Dario healthy living programs, and VSP Vision benefits. Pre-tax premium deductions are offered. The City contributes 80% of the premium cost towards medical, prescription drug and vision insurance. 5. DENTAL INSURANCE - Two Delta Dental plans are offered - Preferred and Traditional. The Delta Preferred plan requires using a dentist from a smaller network for a lower premium. The Delta Traditional plan allows use of any dentist, although benefits are higher using a dentist from the large Delta network. Benefits under both plans are the same (with the exception of some Orthodontic benefits) Pre-tax premium deductions are offered. 6.LIFE INSURANCE - Low-cost voluntary term life insurance is available. Employees pay one-third of the cost. The amount of Basic Life coverage is two times annual pay up to a determined maximum amount. Dependent coverage is available at $20,000 spouse / $10,000 child(ren) for an additional $0.14 per pay period. Accidental death and dismemberment coverage is included. The plan is through MetLife. 7.SUPPLEMENTAL LIFE - Additional voluntary employee-paid term life insurance is available from MetLife at low group rates. Participation in Basic Life is required. The Life Insurance plans are portable. 8. LONG-TERM DISABILITY INSURANCE- The voluntary employee-paid group disability plan from MetLife provides 60% of pre-disability income for injury or health related disabilities. Premiums are determined by income and age. 9.VOLUNTARY ACCIDENTAL DEATH & DISMEMBERMENT - Voluntary employee-paid AD&D from MetLife offers coverage for accidental death and dismemberment. 10.RETIREMENT - The City offers two retirement plans - Wichita Employees (WER) Plan 3, and Commissioned Police & Fire Plan C-79. The WER plan is a defined contribution plan; Police & Fire is a defined benefit plan. Both are contributory - employees and the City share the cost. 11.FLEXIBLE SPENDING ACCOUNTS - Employees may elect to make FSA pre-tax deductions for dependent care and/or unreimbursed medical expenses, reducing the cost of these expenses by eliminating taxes on the amount deducted. 12. LONG-TERM CARE INSURANCE - This plan from UNUM offers facility and home care benefits for employees, spouses, and some other family members. Several options for benefit amount and duration, and specific plan features, are available. 13.MORE BENEFITS & SERVICES Deferred Compensation Investment Program Employee Discounts and Wichita Employee Association (WEA) Bereavement Pay Employee Emergency Assistance Fund Voluntary Shared Leave Program Training Programs Longevity Pay Credit Union Employee Assistance Program (EAP) Injury Leave (on-job injury) Community Volunteer Events