Summary

GENERAL SUMMARY OF DUTIES: 
The Administration Specialist – Communications role performs a wide variety of administrative, clerical, and communications functions in support of the City’s operations, elected officials, boards and commissions, and public engagement efforts. This position serves as a primary point of contact at City Hall by providing professional customer service to residents, visitors, and staff while maintaining a welcoming and organized front counter environment.
The Administration Specialist – Communications role also supports the City’s branding and communication initiatives by developing templates, marketing materials, and consistent messaging across departments. This role requires strong organizational, interpersonal, and communication skills, the ability to manage multiple priorities with attention to detail, and the ability to exercise sound judgment and maintain confidentiality while working collaboratively across departments and with the public.

Example of Duties

ESSENTIAL RESPONSIBILITIES:

• Maintains City Hall front counter in professional organized, and welcoming manner.   Performs various support and administrative duties to include greeting the public at the front counter, on-site event or project support, and maintaining marketing materials.
• Creates documents, correspondence, and calendars for the City Clerk, Elected Officials, Boards, Commissions, and Committees (BCCs), and Administration Department.
• Archives City records and legal documents to include ordinances, resolutions, agreements, Municipal code, election records, and other documents in accordance with state and local retention policies and statutes. 
• Assists with the distribution of agendas, meeting packets, minutes for Common Council and BCC meetings.
• Assists with elections including registering new voters and assists with absentee voting. 
• Processes annual Alcohol, Tobacco, Cabaret, Amusement, Operator, Sellers & Solicitor and Event applications, permits and licenses.
• Creates and distributes a monthly resident e-newsletter, broadcast emails, and works with the Senior Leadership Team to develop department communication.
• Manages the City’s social media platforms to include Facebook, Twitter, Instagram, and YouTube. Maintains the City’s website for accuracy and compliance.
• Supports a cohesive brand image and voice by providing templates, logos, images, and materials for staff use.
• Provides cross-functional, collaborative support to a variety of the City’s internal departments.
• Participate in various projects.
• Other responsibility as assigned.

Minimum Qualifications

SKILLS & QUALIFICATIONS:

• Strong organizational skills in which attention to detail and the ability to prioritize and manage multiple tasks/projects on time is essential. 
• Exceptional interpersonal skills and ability to work collaboratively with all departments. 
• Exceptional communication skills and situational adaptability; capable of clearly conveying City standards.  
• Ability to work independently and efficiently, exercise initiative, resourcefulness, and good judgement. 
• Ability to maintain a high level of confidentiality and adhere to deadlines.  
• Ability to work occasional flexible hours during Elections and peak times as needed. 

Additional Details

ABOUT PORT WASHINGTON:

The City’s population of 12,952 resides within seven square miles including four miles of waterfront. The City provides full-city services including Public Safety (Police, Fire, EMS), Engineering, Public Works, Water and Sewer utilities, Building Inspections, Community Development, Parks and Recreation, Marina, Senior Center, Library, Finance, Clerk and Administration. We are a welcoming destination for living, working, and visiting that – combined with our core values of accountability, innovation, trust, industriousness, and friendship – create an environment with opportunities to make a positive impact for our community.