Community Relations Assistant (Newspaper)

O'odham Action News Administrative Support

Under general supervision of the Community Relations Manager (Managing Editor), provides administrative support to ensure efficient operation of the O'odham Action News (OAN) division, takes the lead on the Community Service Announcement section, and assists with layout, news writing, photography and audiovisual. Oversees the subscriptions and newspaper mailout. This job class is treated as FLSA Non-Exempt. Essential Functions: Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive list of tasks performed by all positions in this classification.

Examples of Tasks

1. Subscriptions & Mailout: Maintains newspaper subscriptions and updates subscriber fourth-class bulk mail list and first-class mail list. Prepares newspaper for bi-weekly mailout of bulk mail (fourth class) and first-class subscriptions.

• Answers subscription inquiries on OAN portal.
• Verifies eligibility for free subscriptions for enrolled SRPMIC members.
• Contacts subscribers to verify information regarding their subscriptions.
• Finalizes and prints mailing labels and coordinates the newspaper bulk mail and first-class distribution.
• Labels, bundles and stacks newspapers according to USPS requirements, sorting by postal code.
• Prepares USPS form for mailout.
• Labels and prepare envelopes for first-class subscriptions.
• Ensures USPS supplies and mail bags are stocked.

2. Community Service Announcements: Obtains Community Service Announcement information and performs layout for Community announcements, programs and services, Court Notices, the Community Calendar and classified advertising sections.

• Verifies SRPMIC church and business listing quarterly by telephone call or email and updates information as needed.
• Updates the Calendar of Events information in each issue.
• Verifies Court Notices and sends proof to Court staff for final approval.
• Ensures information is accurate and updates layout as needed.
• Responsible for layout of the Community Service Announcement section.

3. Small Advertisements Design and Layout: Designs small advertisements as needed, delivers advertising proofs electronically or in person if necessary, and picks up payments for first-time advertisers if needed.

4. News Writing and Photography: Takes photographs and writes short stories and captions for print, online edition and social media.

• Transcribe notes, organize materials, and determine substance or slant for news stories.
• Writes stories according to prescribed editorial style and format standards with input from the Community Relations Manager (Managing Editor) or Community Relations Newsperson (Senior Reporter) to formulate newsworthy, informative stories.
• Prepares photos for online edition.

5. Invoices - Subscriptions: Maintains and updates first-class paid subscriptions.

• Send new subscription information to Finance Department to create an invoice for first class subscribers as necessary.
• Deposits payment checks as needed.

6. Invoices - Paid Advertisements: Prepares monthly invoice billing list for display and classified ads for processing by the Finance Department.

• Sends out "Late Notices" as needed for advertisers whose payments are delinquent and provides follow-up to ensure payment credits are posted to customer accounts.
• Deposits payment checks as needed.
• Verifies the accuracy of customer contact and billing information prior to sending monthly invoice list to Finance Department.

7. Customer Relations and General Office Duties: Answer the O'odham Action News main phone line, coordinates mailings and correspondence, and answers general inquiries.

• Answer telephones and respond to and resolve basic administrative inquiries and questions. Transfers calls as necessary to appropriate parties or take messages.
• Writes routine memos, letters and other reports.
• Handles requisitions for POs, BPOs and Check Requests, Travel Requests and Travel Claims.
• Handles P-Card expense reports for newspaper staff.
• Files as necessary and stores forms, letters, receipts or reports electronically.
• Maintains supplies inventory by checking stock and placing and expediting orders for supplies.
• Maintains filing and archiving of the O'odham Action News issues and follows proper processes to house them at the Repository.
• Assists other divisions within the Community Relations Department as necessary, including events and special projects.
• Attend meetings as required.

8. Miscellaneous: Performs other job duties as assigned by the Community Relations Manager (Managing Editor) or Community Relations Director.

Knowledge, Abilities, Skills and Other Characteristics:

• Knowledge of the culture, customs, history and government of the Salt River Pima-Maricopa Indian Community.
• Knowledge of and basic working ability with Microsoft Office, FileMaker Pro, Adobe InDesign, and Adobe Photoshop computer software.
• Knowledge of the basic layout principles and techniques for newsletters, and newspapers.
• Skill establishing effective working relationships with Community members, Community officials, the public, representatives of the news media and other local, state and federal representatives and officials.
• Skill to manage a diverse set of responsibilities efficiently and effectively.
• Skill with both verbal and written communication.
• Skill with writing, sentence structure, spelling and punctuation.
• Skill maintaining polite and professional communication via phone, e-mail, texts, and mail.
• Exercising good judgment skills, organizational skills and taking initiative.
• Skill operating office equipment includes printers, copiers and multimedia instruments.
• Skill preparing correspondence and fulfilling customer inquiries to ensure customer satisfaction.

Ability to adhere to detailed policies and procedures.

Ability to maintain confidentiality of records and information.

Ability to complete work assignments accurately and to meet deadlines.

Ability to work well with the public and with all levels of government entities.

Ability to communicate and interact with others, both in person and/or by telephone to conduct business.

Ability to perform basic newspaper layout and design.

Ability to work as part of a team or independently.

Ability to sit for extended periods.

Ability to lift and carry 50 pounds.

Minimum Qualifications

Education: High School diploma or GED supplemented by two (2) years full time work in newspaper, public relations, news media, Communications, Journalism or a closely related field is required. Associate's degree in related field preferred.

Experience: Have a basic understanding of advertising and newspaper production. Have experience using publishing software.

Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered. Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

Requires travel and periodic work on evenings, weekends and holidays.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check.

SRPMIC is an Equal Opportunity/Affirmative Action Employer. Preference will be given to a qualified Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission), 3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax View phone number on click.appcast.io

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date. The IHS/BIA Form-4432 is not accepted. Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.