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Operations Assistant II

1 month ago

Baltimore, United States City of Baltimore Full time
CITY OF BALTIMORE,

MAYOR'S OFFICE OF OLDER ADULT AFFAIRS AND ADVOCACY (MOAAA)

CONSTITUENT RESOURCE COORDINATOR

OPENING DATE: July 19, 2024

CLOSING DATE: August 2, 2024

Position Purpose:

Under the direction the Mayor's Office of Older Adult Affairs and Advocacy (MOAAA) Director, the Constituent Resource Coordinator is responsible for correspondence that is received via US mail, emails, and telephone to MOAAA and a serve as liaison across city agencies to provide resource information and answers to questions, issues and concerns that are received from older adult residents. They also provide resource information to other mayoral offices, council member offices as well. One of the critical responsibilities of this position is to address correspondence quickly accurately and appropriately. They very closely with Communication Outreach Coordinator to provide support and prepare reports on a weekly, monthly, and yearly and MOAAA projects offering support and guidance to older adults to navigate bureaucratic structures. The position will also establish relationships with city partners and other organizations that provide services and programs for older adult residents.

Supervision:

Work of this class involves no supervisory duties or responsibilities.

Supervision Received: This position reports to the Director of MOAAA works under the policy and direction of the Director and administration. The Constituent Resource Coordinator refers specific problems to the Director where clarification or interpretation of policy or procedure is required. This position is subject to review and evaluation.

Work is performed under typical office conditions; work environment is moderately noisy. Work may be performed off site. Operates automobile, computer, telephone, copier, other standard office equipment. makes frequent contacts with the older adults' residents, the public, other city agencies, elected officials, state agencies and partners who provide services or programs for older adult's residents. Contacts require understanding and patience when interacting with older adults. Has access to confidential and/or sensitive information. Errors in judgment could result in hardship to the older adult population, and negative public relations for city leadership. This position may also work on weekends and evenings.

Essential Functions:

• Responses to questions and correspondence from older adult community members via telephone, emails and US Mail as well as other city agencies and council members and or their staff.

• Research, write, and edit content for MOAAA social media, fact sheets, informational materials, Resource Constituent Coordinator

• Attends internal meetings of various city agency staff that provide services, programs, or activities to residents of Baltimore City, this ensure that there is no duplicate of services and will allow MOAAA to be aware of any initiatives, outreach plans

• Maintain existing relationships, connect, and cultivate new relationships with partners, stakeholders, state government

• Develop and maintain a resource manual of services to provide information for office to use for training and resource guidance.

• Respond to community inquiries and collaborations with Community Outreach Coordinator and briefs the Director of MOOAA, issues and concerns from older adults

• Maintains accurate records and prepares weekly, monthly, and yearly reports activities and assist in preparing annual MOOAA's report

• Participates in workshops, conferences cultural/ meetings to promote the Mayor and MOAA's which includes also to serve on committees and groups that provide services, programs when invited or requested.

• Attends Mayor's Commission on Aging monthly meetings and may assist in preparation and note taking of minutes when needed.

• Tasked with development Standard Operating Procedures (SOP's) related to correspondence and resources under the direction of Director.

• Meet biweekly with Director of MOAAA and attend staff meetings or others to update, plan or discuss any issues or concerns.

• Participate in Mayor's Office events, such as Spring and Fall Clean-ups, Christmas Parade, neighborhood canvasing efforts as needed, Mayor's Back to School Event, and other events as scheduled.

Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• knowledge and experience in working with diverse communities.

• Knowledge of city government structure, city agencies and policies which impact city government business and progress

• Ability to prioritize and handle multiple tasks/deadlines

• Exceptional customer service skills as well interpersonal

• Strong writing and oral presentation skills

• Team player

• Exceptional organizational and time management skills.

• Possess the ability to operate effectively in politically sensitive environments, and adaptable to change

Respond in a timely, concise, and clearly to inquiries from older adults, residents of Baltimore city as well as others.

Minimum Qualifications
  • Graduation from an accredited high school or possession of a high school equivalency certificate.
  • Strong work ethic and ability to take initiative and work independently and efficiently also as a team.
  • 3-5 years professional experience in working in customer or client service and/or the public sector.
  • Knowledge of the Local, state, and federal government structure and responsibilities.
  • Establishing relationships with offices of elected officials, city government agencies, non-profits, and constituents.
  • Knowledge of Baltimore City history and culture, the metropolitan area, and services within.
  • Ability to communicate with diverse groups of people.
  • Strong organization and time management skills.
  • Excellent written and verbal communication skills
  • Proficiency in Microsoft Office Suite and social media platforms


BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER