City of Irvine, CA Office Specialist - City Manager's Office/Public Information Office in Irvine, California

Office Specialist - City Manager's Office/Public Information Office

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Office Specialist - City Manager's Office/Public Information Office

Salary

$34,465.60 - $54,163.20 Annually

Location

Irvine, CA

Job Type

Full-Time

Department

City Manager

Job Number

01772

Closing

7/24/2017 5:00 PM Pacific

  • Description

  • Benefits

  • Questions

Description

The City of Irvine City Manager's Office seeks a dynamic, energetic, detail oriented communications professional to join the Public Information Office (PIO) Division. The PIO Division is responsible for coordinating media and community relations activities to ensure publicity and outreach for City programs, services, events and initiatives.

The Office Specialist provides entry level support to all staff in the PIO Division. Reporting to the Senior Media Services Coordinator, assignments of the Specialist will include the City's internal newsletter and other collateral materials; media monitoring and compilation of the daily news clips; marketing support for events and programs; graphics support; photography support; digital communications support; and general administrative office duties.

The preferred candidate will have experience in public relations, marketing/communications, public affairs or journalism. Excellent writing skills are a must.

Essential Duties and Responsibilities

The following duties are normal for this classification. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

Portfolio Photo Database

  • Organize the PIO's photo database to streamline the system and provide greater ease of use within six months of obtaining this position.

  • Ensure database is up-to-date, and that all appropriate City photos are added to the database in a timely manner.

  • Fulfill photo requests from PIO staff and various City departments.

Graphic Design Support

  • Assist in the development and production of City marketing materials including rack cards, fliers, newsletters, etc. using Adobe Creative Suite programs.

  • Take photographs of various City events and staff as assigned.

Media Tracking

  • Responsible for compiling and distributing daily and weekly media clips.

  • Monitor press mentions of the City and/or its programs, including those in regional and national media outlets.

Audio/Visual Support:

  • Develop PowerPoint presentations and slides for City Council Meetings, Orange County Great Park Board meetings and other high-profile events.

  • Serve as a backup for the operation of PowerPoint presentations for Council and Orange County Great Park Board meetings.

Marketing/Communications Support

  • Support the PIO staff's marketing efforts for citywide programs and initiatives by assisting with the development of collateral materials.

  • Edit collateral materials as assigned.

  • Assist various City departments to develop marketing communications plans for their programs and initiatives.

  • Coordinate and track communication efforts with tracking/action items sheets.

  • Edit and receive approval for related collateral materials.

  • Assist internal clients to distribute event/program information through City communications channels. Track communication results when appropriate.

  • Maintain a calendar of citywide events to aid in PIO planning of outreach.

  • Submit items for inclusion in various online and print calendars.

  • Remain up-to-date on all PIO efforts.

  • Act as liaison with vendors to obtain pricing and product information on promotional items.

  • Aid in the production of City style guide.

GrapeVine Newsletter

  • Develop annual editorial calendar for the City's internal newsletter, the GrapeVine.

  • Solicit and compile information to be published.

  • Write short briefs on upcoming events or initiatives that would be of interest to staff.

  • Take photos or select stock images for publication.

Digital Communications Support

  • Post news items and events to City's website and online calendar as directed.

  • Post items to the City's intranet site as directed, ensuring the most accurate, up-to-date information is included.

  • Maintain the PIO's general email account.

  • Provide support as directed to social media accounts.

Resident and Community Support

  • Research a broad range of products and initiatives.

  • Act as support for all PIO team members.

  • General administrative duties, including photocopying, correspondence, arranging meetings, etc.

  • Provide tours to various community groups as needed.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with some clerical experience, or any combination of education and experience that provides equivalent knowledge, skills and abilities. May require a valid California driver's license.

The preferred candidate will possess a Bachelor's degree in communications, public relations, journalism or similar related field. Proficiency in Adobe Creative Suite required due to the volume of materials produced by the PIO Division.

Supplemental Information

CITY OF IRVINE

The City of Irvine is located 40 miles southeast of Los Angeles and six miles from the ocean in Orange County, California. Irvine encompasses more than 66 square miles and has a current residential population of more than 267,000. Incorporated in 1971, Irvine is recognized as one of America's safest and most successful master-planned urban communities. Top-rated educational institutions, an enterprising business atmosphere, state-of-the-art transportation programs and systems, sound environmental stewardship, and respect for diversity all contribute to Irvine's enviable quality of life. The City is ideally located adjacent to John Wayne/Orange County Airport and close to many of Southern California's largest tourist attractions, numerous resorts, and some of the state's finest beaches.

Irvine has also been recognized as one of America's Best Places to Live, according to Money Magazine. The City of Irvine also has the distinction of being one of the safest cities in the United States with a population of more than 100,000, based upon FBI statistics on violent crime.

The City employs more than 800 full-time and more than 500 part-time personnel and has an operating budget of $191.7 million. The Irvine community features an array of entertainment and recreational opportunities, parks and open space, a nationally recognized school district, a vibrant business environment, and an exceptional quality of life that makes it one of the most desirable cities in which to live and work.

THE DEPARTMENT

City Manager

The City Manager's Office is responsible for the implementation of decisions established by the Irvine City Council and the coordination of those efforts through the various City departments. The City Manager's office includes legislative support, policy implementation, budget development, strategic planning, economic development, elections, communication services and the legal service functions of the City. The City Manager's Office assists the City Council in the development and formulation of policies, goals and objectives, and keeps them informed of important community issues. It provides administrative direction to the City's executive directors and is responsible for managing the activities and operations of the City, ensuring the provision of quality services.

SELECTION PROCESS

The selection process may include one or more of the following: application review and evaluation, performance test, online examination, written test, and/or oral interview.

Questions asked during the selection process are based on the knowledge and abilities required to successfully perform the job. If you have a disability that requires accommodation during the selection process, please notify Human Resources at least 24 hours prior to the first phase of the selection process.

The successful candidate may be required to take and pass a post-offer medical examination, including drug screening, by a City physician to ensure their physical suitability to perform assigned duties. In addition, the City of Irvine conducts a thorough background investigation prior to appointment.

This recruitment will establish an eligibility list to fill future vacancies in this classification. This recruitment may also be used to fill positions in similar and/or lower classifications within the organization.

The City of Irvine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Retirement

The City offers the CalPERS 2% at 62 formula for new CalPERS members.; OR 2% at 55 formula for existing CalPERS members with less than a six-month break in service from another CalPERS or CalPERS reciprocal agency. Additional details on the City’s retirement plan will be provided to candidates during the job offer process. For further information about CalPERS, please contact CalPERS directly.

Health Plan

The City currently offers medical, dental, and vision insurance coverage for employees and their dependents. In addition, the City provides life insurance and a disability plan for employees.

Leave Time

80 to 160 hours of annual vacation accrual, depending on years of service; 11 paid holidays per year; 96 hours of sick leave per year; and 71 hours of annual personal leave. City employees currently work a 36/44 hour work week schedule.

Benefits

Professional Development/Education Reimbursement up to $1,300 per year; Flexible Spending Account that allows pre-tax dollars to pay for eligible medical and dependent care expenses; and a City Wellness program that includes on-site fitness centers.