Administrative assistant to Superintendent

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

1. Produce a monthly newsletter;
2. Under general supervision, write weekly press releases; and
3. Write and produce various briefs, letters, and Department publications; and
4. Maintain and produce daily social media for Department accounts.

SUPERVISION RECEIVED

Works under the general supervision of the Director of External Affairs and Communications and the direct supervision of the Senior Public Information Officer.

SUPERVISION EXERCISED

None

DUTIES AND RESPONSIBILITIES

1. Research and write articles for a monthly newsletter communicating Department initiatives to staff and the community, highlighting inmate program progress and success, recognizing employee performance, and promoting the general health and wellness of the readership;
2. Coordinate the production, printing, and distribution of the monthly newsletter, both internally and externally. Develop and enforce content and display standards, and edit content submissions;
3. Write and distribute weekly press releases to communicate Department initiatives to the community and to highlight inmate program progress and success;
4. Write letters and materials for use and distribution in furtherance of Department initiatives;
5. Develop, grow and maintain the Department’s social media campaign to reach a wide cross-section of interested audiences;
6. Provide staffing/coverage for events related to Department;
7. Manage and implement various External Affairs initiatives. Responsible for successful initiation and completion of projects, including research, development, change management, implementation, and follow-up;
8. Demonstrate thorough substantive knowledge of office policies, procedures and Department operations and knowledge of assigned office or division;
9. Responsible for moderate to complex level of quantitative and qualitative analysis of pertinent subject matter; and
10. Flexibility and ability to learn and perform new duties and skills as assigned.

QUALIFICATIONS

1. Superior communication skills, both oral and written;
2. Ability to work accurately and independently in a fast-paced environment;
3. Strong attention to detail;
4. Ability to meet short deadlines;
5. Proficiency in Adobe InDesign, Adobe Photoshop, Microsoft PowerPoint and Microsoft Word;
6. Availability for 24-hour on-call status;
7. Ability to develop and maintain an ongoing business rapport with local print and radio media based on honesty, mutual trust and respect;
8. Familiarity with and the ability to master the various social media tools, including, but not limited to, Facebook, Twitter, and Constant Contact;
9. Bachelor's Degree in related major preferred. College-level courses in Communications, Journalism, Criminal Justice, or at least one year of full-time or equivalent part-time experience in the media field required;
10. Ability to communicate effectively orally and in writing;
11. Thorough knowledge of Department policies and procedures is preferred; and
12. Valid and renewable driver’s license is preferred.

ESSENTIAL FUNCTIONS

1. Produce a monthly newsletter;
2. Review, edit and fact check articles and press releases;
3. Regular, punctual and predictable attendance at assigned workplace and at scheduled meetings;
4. Knowledge of, compliance with, and enforcement of Department policies and procedures;
5. Obedient to moderately complex oral and written orders;
6. Communicating effectively both orally and in writing;
7. Able to independently initiate a project, execute the necessary steps, and complete in a timely and effective manner;
8. Deal calmly and effectively with stressful situations, including emergencies; and
9. Exercise good judgment.

MINIMUM PHYSICAL REQUIREMENTS FOR ESSENTIAL FUNCTIONS

1. Sit or stand periodically for 8 ½ hours;
2. Communicate orally with media;
3. Lift up to 5 pounds;
4. Carry up to 5 pounds;
5. Climb stairs occasionally;
6. Walk short distances; and
7. Write and type.

ADDITIONAL FUNCTIONS OF POSITION

Participation in mandatory training.