Executive Office Manager & Communications Specialist

Prepares and reviews communications for the purpose of providing information to the public regarding City events and initiatives.  Provides responsive, courteous, and efficient customer service in support of departmental operations.

• Responsible for writing, editing, and distributing various printed materials and publications, such as brochures, banners, event invitations, programs, and similar documents, for both internal and external communication purposes.

• Oversees the publication of the Hills Herald, the City's quarterly magazine. Solicits content from all departments, coordinates with internal and external vendors to complete the final rendering.

• Collaborates with other departments to design and publish visually appealing marketing materials promoting specific city programs, incorporating the City's branding.

• Reviews City communications to ensure alignment with the City's brand project and uphold integrity standards, providing feedback as needed.

• Collaborates with team members to plan and assists with execution of City related special events. Coordinates internal programs and initiatives, including not limited to Take Your Kids to Work Day, Fall Festival, and the Employee Luncheon.

• Establishes and maintains productive work relations with City employees, elected and appointed officials, representatives from other organizations and the general public.

• Coordinates inquiries about programs and services, guiding individuals to the right staff or agencies. Acts as a liaison between the Building Department and the Oakland County Sheriff's Office for additional law enforcement services.

• Collaborates with the Mayor and department directors to manage the sponsorship program, including coordinating sponsorship opportunities. Tracks and follows up on fundraising efforts, ensuring timely communication with donors and sponsors.

• Assists with greeting residents, guests, and visitors to the Mayor's Office as needed, and provides knowledgeable assistance to those seeking information and services.

• Processes payroll for the department.

• Procures necessary office supplies for the department in a timely manner and maintains inventory levels to support smooth operations.

• Pays department bills generated by purchasing cards; reconciles department purchasing card reports and submits to the Mayor for approval.

• Assists with planning and coordinating the Mayor's calendar including meetings, conferences, speeches/appearances and travel seminars.

• Ensures adequate staffing levels in the Office of the Mayor.

• Maintains physical and electronic files, records and reports in accordance with record keeping requirements.

• Other related duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS

• Associate's Degree in communications, marketing, administration or closely related field;

• Two (2) years of experience in communications, marketing, public relations or related experience.

• Intermediate level proficiency with general office computers and related business software including, including Microsoft Word, Excel; Internet and email.

• Experience with publishing utilizing Adobe Creative Cloud, including Acrobat, InDesign, Photoshop, and Illustrator.

PREFERRED QUALIFICATIONS

• Bachelor's Degree with one (1) years of experience preferred.

• Previous experience in the public sector.

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Requests for reasonable accommodation should be submitted to the Human Resources Department.

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.

• Work has standard vision requirements.

• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.

• Hearing is required to perceive information at normal spoken word levels.

• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.

• Work has no exposure to environmental conditions.

• Work is generally in a moderately noisy office setting (e.g. business office, light traffic).

Examination Information:

Performance Test:  To evaluate skill with Excel, Word and Powerpoint (70% passing).

Oral Evaluation of Qualifications:  To evaluate technical knowledge, decision-making/problem solving skills, employment history, communication skills, and other factors related to successful performance in this position.

Note:  The above examination information may be modified for this or future postings.  

APPLICATION PROCESS

Please complete an on-line application, located on the City's website at http://www.rochesterhills.org, by 5:00 p.m., Friday, May 24, 2024. Please attach a cover letter and resume.

Note Regarding Starting Wage:  Each position at the City of Rochester Hills has an assigned Pay Grade consisting of 6 steps.  New employees generally start at Step 1 to allow for growth and wage progression, aligned with the City's annual review process. The City will evaluate the applicant's skills and experience to determine whether a higher Step placement is appropriate.

We value diversity, equity and inclusion as a foundation for innovation and seek candidates who represent a variety of backgrounds and perspectives.