Chief of Staff

Job Summary Under the general direction of the City Manager, this position is responsible for the development and implementation of municipal public relations and communications strategy, collaborating with the management team to implement and evaluate organization strategic priorities and advanced executive confidential and administrative duties often in a highly sensitive and rapidly changing environment.
The Chief of Staff is the central point of contact for the public in the City Manager’s office and oversees City Internet presence, including website, citizen engagement platforms and social media and must maintain a thorough knowledge of city and departmental functions and programs.
Additional responsibilities include coordinating the schedule of the City Manager, coordinating and scheduling meetings, and creating and/or preparing press releases, confidential correspondence, reports and other documents.
Assisting in researching and analyzing various municipal issues, including the identification of alternative solutions to various types of problems as well as spotlighting City achievements.
This is a highly visible position and interacts frequently with the public, citizen and business groups, other governmental entities and the media.
Strong communication, organizational skills and the ability to maintain confidentiality are of utmost importance.
The Chief of Staff is a member of the City of Whitewater’s management team, requiring extensive professional and technical abilities.
Work is performed with a high degree of initiative and independent judgement in developing, evaluating and presenting public relations, marketing and promotional data within established objectives and policies.
Essential Duties and Responsibilities This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary.
Assists the City Manager with the execution of a variety of duties and tasks including: Provides in-house expertise in the fields of public information and communication to City Manager and department heads.
Develops, implements and manages the City’s strategic communications program to enhance two-way communication between the City and its residents through printed publications as well as work with Media Services to produce a variety of public information in print, electronic, audio and video formats.
Supervises assigned Media Services staff.
Develops and implements policies and procedures regarding public information and community involvement programs on issues affecting the organization.
Coordinates press coverage for all major functions of the City and assists with the production of publications for staff and the community in both print and web formats including newsletters, brochures, posters, flyers, presentations and video programs.
Prepares public relations information for the City Council, City Manager, Department Heads and other city officials and employees.
Assists with the design, formatting and publication of major City publications such as the annual budget, comprehensive plan, etc.
Coordinates events, appointments and trainings in the City Manager’s schedule making necessary arrangements for meetings and other City functions.
Receives and assists visitors to the City Manager’s office.
Provides content and moderation of the municipal website, keeping pages current, accurate and relevant.
Conducts research on a variety of municipal issues as assigned, prepare reports on findings.
Composes a wide variety of detailed documents including confidential correspondence, memos, legal documents, reports, minutes or other materials.
Proofreads and edits documents, presentation materials, brochures and other materials; coordinate materials for distribution.
This includes annual reports, budget sections, and other periodic special reports, articles for distribution through electronic and print media outlets.
Completes other duties as assigned by the City Manager.
ADDITIONAL DUTIES AND RESPONSIBILITIES Participates in meetings of boards, commissions, and civic groups when necessary, as assigned by the City Manager.
This may require availability outside of regular office hours.
Works with the City Manager, maintaining a close and highly responsive relationship regarding the day-to-day work activities of the office.
Monitors the City Manager’s email account for timely messages.
Assists with the planning and coordination of special events.
Responds to citizen inquires and complaints as directed.
Purchases office and operating supplies.
Tracks and codes General Administration expenditures related to the City Manager.
Other duties as assigned.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience Bachelor’s degree in communications, public relations, journalism, marketing, public administration or a related field is required.
One to three years of increasingly responsible experience in a related field, preferably in local government is preferred.
Any equivalent combination of related education, experience and training that provides required knowledge, skills, and abilities to fulfill the duties of this position.
Language Skills Ability to relate to and effectively communicate with a variety of people with differing skills & interests.
Ability to effectively communicate across various media platforms.
Ability to effectively communicate and promote both verbally and in writing, municipal policies and programs to employees and the public.
Well-developed communication skills to gain the trust and cooperation of others when it may be difficult to achieve, and ability to communicate technical concepts and abstract ideas.
Ability to establish good working relationships with all levels of staff and citizenry, and provide facilitation skills in sensitive, emotional or hostile situations.
Ability to gather, analyze, interpret and present data in clear and concise reports and make recommendations.
Mathematical Skills Ability to calculate percentages, fractions, decimals, volumes, ratios, present values, and spatial relationships.
Ability to interpret basic descriptive statistical reports.
Reasoning Ability Ability to exercise the independent judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria.
Ability to work well under pressure and handle stressful situations, to organize work and set priorities, managing time and resources to meet deadlines and changing demands within the entire operation of administrative services, perform duties with a minimum of supervision.
Other Qualifications Ability to effectively meet and deal with the public.
Ability to maintain confidentiality of sensitive information.
Maintain knowledge of municipal organizations, their services and operations.
Ability to organize and prioritize a large number of projects at one time.
Ability to demonstrate initiative, to work independently and in a team environment.
Thorough working knowledge of Microsoft Office software and their applications.
Basic knowledge of web site design and maintenance.
Knowledge of organizational development and customer service principles, including continuous quality improvement.
Ability to operate equipment required to perform essential job functions, including: phone system; desktop computer; copy machine; postage machine; fax machine; calculator.
Artistic and creative skills desirable.
Have, or have the ability to obtain, a valid Wisconsin Driver’s License.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear.
The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.
Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.
Requires the ability to operate, maneuver and or provide simple but continuous adjustment on equipment, machinery and tools such as computer and other office machines, and or materials used in performing essential functions.
Ability to coordinate eyes, hands, feet and limbs in performing slightly skilled movements such as typing and to operate various pieces of office equipment.
Ability to recognize and identify degrees of similarities and differences between characteristics of colors, shapes and textures associated with job-related objects, materials and tasks.
The employee must exert light physical effort in sedentary to light work, occasionally involving lifting, carrying, pushing, pulling, crouching, crawling, kneeling, stooping and or moving up to 50 pounds.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is moderately quiet.
Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals and intimidation may cause discomfort and poses limited risk of injury.
The City of Whitewater is an Equal Opportunity Employer.
In compliance with the American 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.
Supervision Received and/or Exercised Reports to City Manager.
Supervises full-time Media Coordinator.