Administrative & External Affairs Specialist 1/2

Administrative and External Affairs Specialist I/II

POSITION: Administrative and External

DEPARTMENT: Administrative Services

REPORTS TO: Administrative Services Director

FLSA Status: Exempt

PAY RANGE: 46/50

DATE PREPARED: May 2022

General Description

Under general direction of the Administrative Services Director, this position is responsible for managing the District’s public outreach and community involvement programs, website and social media page(s), water use efficiency and conservation program outreach, various forms of publications and communications to employees, customers and the public, updating District policies and communication practices, assisting with state and federal legislative efforts and the pursuit, development, and administration of grants; various professional and administrative activities in support of the District’s administration including highly responsible, confidential and complex support to the Administrative Services Director, General Manager and Department Heads, coordinates activities across all departments, outside agencies and organizations; oversees special projects and assists in managing consultants; acts as the Deputy Public Information Officer (PIO) and participates in emergency response; and performs related duties as assigned.

Essential Functions

• Build, promote and maintain positive working relationships with customers, the public, the media, local and state and federal organizations and agencies, and District staff through principles and practices of excellent communication and customer service.
• Assume responsibility for District public information and education programs, including a strategic, effective, and engaging social media presence while promoting District programs and initiatives; and messaging related to news releases and public awareness campaigns, management of the District’s website, development, production, and distribution of materials, such as news releases, newspaper articles, advertising copy, billing inserts and newsletters.
• Respond to or coordinate responses to media inquiries, prepare news releases, featured articles, public notices, and related material for media distribution, arrange media interviews and public service announcements, coordinate media activities and events, assist other departments in the preparation of announcements and information materials.
• Plan, develop, and maintain a water conservation education program. This includes all program materials necessary to educate and promote water efficiency to customers and the community.
• Attend various community and civic meetings and functions to establish and cultivate positive relationships with other agencies, public officials, community leaders, and other stakeholders at the local, regional, state, and federal levels.
• Assist with the pursuit, development, acquisition, and administration of grants for the District from state, federal, and non‑governmental agencies.
• Assist with identifying and analyzing proposed state and federal legislation, regulations, and other laws and policies, determining the potential impacts to the District and developing written and oral comments and proposed amendments to pending legislation, regulations, and other laws and policies.
• Assist with special projects and studies.
• Assist in the development of talking points and corresponding visuals (PowerPoint presentations and video) for District managers and maintain an organized repository accessible to staff for broader distribution.
• Coordinate and/or lead members of the public or the media on tours of District facilities, projects, and/or lands while providing informative facts and reports specific to such events.
• Serve as backup to the Board Clerk at board or committee meetings, prepare and distribute all required documents and perform administrative functions for members of the Board.
• Assist with responses to Public Records Act requests.
• Recommend and assist in the development of improvements to District policies, ordinances, and procedures related to charges, billings, and other customer‑related issues, including drafting proposed policies, procedures, board resolutions, staff reports, and ordinances.
• Assist in the processing and resolution of claims for compensation presented to the District by customers and other members of the public.
• Serve as the District’s Public Information Officer (PIO), interfacing with the public media, other agencies and stakeholders to provide information on behalf of the District in furtherance of its mission, projects and programs.
• Serve as the custodian of the District’s Emergency Response Plan (ERP) and take lead in emergency preparation and communication activities including employee training and respond to emergency situations.
• Respond to claims, customer/constituent complaints, and inquiries related to services, programs or policies that are not routinely addressed by the Customer Service group. Compile, update, and maintain computer database files and utilize the information to assist in the preparation of reports and customer notifications.
• Maintain statistics and prepare an annual report of educational and community outreach programs and accomplishments.
• Assume lead role in responding to surveys the District receives annually from AWWA.
• Make presentations at the Board of Directors meetings.
• Perform other duties as assigned or required for the ongoing operation of the district’s business.

Qualifications

• Knowledge of: water and wastewater utility industry; project management and organization skills; excellent written and verbal communication; high level of customer service techniques; public records law; district policies; website development and administration; and HTML/web-based programs.
• Ability to: analyze customer problems, develop sound conclusions, and recommend solutions; prepare clear, accurate correspondence, records, and reports; respond tactfully and concisely to inquiries; communicate effectively with co‑workers, management, and outside agencies; research and organize board minutes and reports; attest to confidentiality; and provide general administrative assistance to board members and district staff.
• Experience: five years of increasingly responsible experience in public and media relations, customer service, water policy, education, and community outreach, with at least two years of lead or supervisory experience preferred.
• Education: bachelor’s degree with major coursework in English, communication, public relations, marketing, or a related field; active California Notary Public certification desirable; valid California driver’s license; satisfactory driving record; eligible to work in the United States.
• Physical Demands: ability to sit at a computer for extended periods, walk, stand, kneel, stoop, bend, use hands and fingers; vision ability for seeing close, distance, peripheral, and adjusting focus.
• Additional Requirements: work hours from 7:00 a.m. to 4:00 p.m., Monday through Friday, with willingness to work overtime and attend meetings outside regular hours.

Physical Demands

The physical demands described herein are representative of those that must be met by a employee to successfully perform the essential functions of this job. 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 speak and hear to effectively interface with other staff members, Board members, and the public; maintain the capacity to sit at a computer for an extended period of time; walk, stand, kneel, stoop, bend; use hands and fingers to write and handle, grip, feel and operate office equipment. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Inside: The majority of the job activities are performed indoors in a temperature‑controlled environment.

Noise/Vibration: Minimal exposure to noise generated from the operation of office equipment.

Additional Qualifications

• Eligible to work in the United States.
• Work hours: Typical hours are 7:00 a.m. to 4:00 p.m., Monday through Friday.
• Proficient in board meeting support, emergency response plan custodianship, and public information officer responsibilities.

By agreeing to this job description, I acknowledge adherence to the stated requirements.

Approved by General Manager: ____________________ Approval Date: _______/_____/_____