Constituent Services & Office Coordinator – Part Time

Constituent Services & Office Coordinator – Part Time

Under the general administrative direction of the Office Manager, the Office Coordinator staffs the front desk of the Mayor's Office, assists select members of the Mayor's Senior Staff, and supports the Mayor's Office by maintaining a safe and welcoming environment for visitors and addressing public inquiries.

This announcement will remain open until the position is filled and may close at any time without notice. Early application submission is strongly encouraged.

Position Hourly Range: $20 - $25, based on qualifications and experience.

This is an in-person, Part Time (up to 29 hours/week) position in a fast-paced work environment requiring strong interpersonal skills, independent judgment, and organizational expertise. This position balances two key responsibilities: constituent services and coordination of select Senior Staff workflow.

Constituent services play a huge role in connecting residents and visitors to resources within Salt Lake City. The Mayor's Office provides constituent services through phone, email, postal mail, and in-person communication. The Office Coordinator is often the first point of contact for constituents reaching out to the Mayor's Office and acts as a liaison between community members and City resources. The urgency, volume, and subject of constituent inquiries vary significantly from week to week, so flexibility is required for success.

The Office Coordinator assists select members of the Mayor's Office Senior Staff with appointment coordination, scheduling needs, and other duties as assigned.

The Office Coordinator also supports the Office Manager in daily operations like restocking office supplies, managing conference room schedules, and maintaining a clean, organized office environment.

Responsibilities:

• Prioritize presence at the front desk to greet visitors, maintain a stable and welcoming environment, and manage daily tasks.
• Ensure communal spaces in the Mayor's Office, including lobby, coffee bar, and conference rooms, are clean and fully stocked.
• Work with Senior Staff as assigned to schedule meetings, coordinate appointments, and assist with other needs as assigned.
• Manage and document constituent casework (phone calls, emails, in-person visits, and postal mail) on Salesforce platform and respond to inquiries in a timely and thoughtful manner.
• Develop and maintain working knowledge of City departments and policies to direct constituents to appropriate department or division, as needed.
• Utilize diplomacy, written and oral communication skills, and the ability and passion to address complaints, questions, and comments from the general public, City employees, community leaders and partners, and other visitors.
• Work with Executive Assistants and Office Manager to ensure front desk coverage, as needed.
• Perform other duties as needed, which may include assisting with office meetings and special projects, collaborating with other departments, and occasionally performing off-site duties, such as gathering items for office events.

Minimum Qualifications:

• High school diploma and enrollment in a college or university degree-seeking with a major in English, Journalism, Communication or Public Relations or one year of direct experience required.
• Effective writing, editing, copywriting and copy-editing experience are required, in addition to effective verbal communication skills. Demonstrated ability to follow instructions, multi-task, meet deadlines and perform duties in a high demand work environment.
• Experience with current design, graphics and web publishing software, as well as social media, blogs, wikis, podcasts including Facebook, Twitter, YouTube, Flicker, and other governmental sites, etc.
• Light physical effort. Comfortable working conditions with intermittent sitting, standing and walking.
• Intermittent exposure to stress because of human behavior, deadlines and various responsibilities.

Desired Qualifications:

• Previous experience with administrative support in a professional work environment or customer-oriented field.
• Strong interpersonal and communication skills (both verbal and written).
• Ability to work with the members of the general public and constituents.
• Ability to work effectively and efficiently under pressure as a member of a team.
• Background in social work and/or government affairs
• Working knowledge of Salt Lake City departments and policies

Working Conditions:

• Work hours are in-person, Monday through Friday. Open to working with ideal candidate on their part time schedule. Priority: Monday to Thursday 11:00 AM to 3:00 PM
• Light physical effort
• Handling of light weight
• Comfortable working conditions in pleasant surroundings
• Position is not eligible for remote work
• Frequent exposure to stress as a result of human behavior

Additional Information:

We are committed to fostering a diverse and inclusive workplace and encourage individuals from all backgrounds to apply. The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.