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R97-093RESOLUTION NO. R97-~..~ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, AUTHORIZING AND APPROVING THE REVISED JOB DESCRIPTION OF ASSISTANT TO THE CITY MANAGER/PUBLIC INFORMATION OFFICER AS SET OUT IN EXHIBIT "A', ATTACHED HERETO AND MADE A PART HEREOF; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Commission must consider the approval of any new, reclassified and/or retitled positions which are part of the City Manager's annual budget; and WHEREAS, by merging the positions of Assistant to the City Manager and Public Information Officer there will be a cost savings to the City in the amount of $39,703 in salary and benefits annually; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA THAT: Section 1. The City Commission of the City of Boynton Beach, Florida hereby authorizes and adopts the revised job description for Assistant to the City Manager/Public Information Officer, as set out in Exhibit "A", attached hereto and made a part hereof. Section 2. This Resolution shall take effect immediately upon passage. PASSED AND ADOPTED this ?~' day of June, 1997. CITY OF BOYNTON BEACH, FLORIDA Mayor ,~'~ ATTEST: Vice Mayor "'Commissioner Commissioner ASSISTANT TO THE CITY MANAGER / PUBLIC INFORMATION OFFICER Nature of Work: This is a highly responsible professional, administrative and research position working directly under the supervision of the City Manager or designee. The employee in this position will be responsible for making recommendations to the City Manager involving policy in administrative actions, coordinating a comprehensive proactive public information and communications program, and daily interaction with the public, elected officials, media representatives and department level .employees. The employee's work will have emphasis on research and studies aimed at securing facts about administrative operations throughout all departments of the City, and may include some administrative responsibilities relative to the City's operations. In addition, work will include ali phases of a public information program and will be conducted with advice and review by the City Manager. Task Statements: Note: These examples are intended only as illustrations of the various types of work performed in this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment for this position. Assists City Manager with certain assigned duties and participates with departments in accomplishment of activities necessary for City operations. Advises City Manager with administrative details relative to day-to-day functions of City government; monitors departmental activities (especially Communications, Risk Management and Code Enforcement). Plans, enacts, and monitors special programs/activities as directed by the City Manager, including assisting Neighborhood Specialist in facilitating Neighborhood Assistance Program. Resolves unusual questions/problems and provides technical advice; investigates complaints and requests for service; contacts regulatory agencies when necessary. Assists in preparation of the Agenda and support material for City Commission meetings; attends meetings of various boards and groups as assigned by the City Manager. Assists in preparation of the annual City Budget; analyzes budget requests; researches budget- related matters; tracks pertinent data to facilitate budget planning; monitors expenditures to remain within established budget; develops revenue projections for next fiscal year; reviews budget transfers/amendments for justification, fiscal impact and conformance with applicable policies/procedures. Maintains close contact with all municipal departments in order to assist departments in meeting operational objectives as appropriate. Assistant to the City Manager/PlO cont. Exercises discretion and independent judgment; makes appropriate, unpopular or difficult decisions in changing situations or under pressure. Reviews and revises procedures to implement changes and improvements; makes suggestions to improve operational procedures. Writes and updates Administrative Policy Manual subject to City Manager's approval. Follows the expectations regarding the ethical conduct of profession and position. Participates in training programs; takes advantage of other continuing education opportunities, and/or reads professional publications to keep current on standards, regulations, techniques or methodologies, etc. to remain current in specific field. Demonstrates effective oral and written communication skills and conveys ideas and information in a clear and concise manner. Gains commitment from others on new or unpopular policies, methods and procedures. Delegates authority and responsibility to subordinates with appropriate guidelines and follow up; follows and ensures that subordinates follow established policies, procedures and guidelines, including safety procedures. Assures equal opportunity in the work place and works toward accomplishment of cultural and workforce diversity by implementing affirmative action goals. Prepares required paperwork, forms and/or worksheets according to policies/procedures; reviews and updates logs as needed to indicate progress on vadous jobs. Documents all rights/obligations of City and Contractor/grantor to avoid misunderstandings regarding contracted activity; reviews contracts/grants to ensure compliance with established policies; amends/reconstructs contracts to comply with services needed. Responds to questions arising from City Attorney review to facilitate contract completion. Determines and communicates the priority of issues and devises time frames for specific tasks and recommendations. Researches programming offered by other organizations to eliminate duplication of sew. ices. Develops methods/strategies to meet program goals and objectives consistent with County, State, Federal and professional standards and/or needs of service population. Monitors, allocates and schedules resources to ensure accomplishment of program goals. Assistant to the City Manager/PlO cont. Investigates complaints, takes appropriate action to resolve them consistent with departmental policy; resolves conflicts and disagreements among others. Serves as division or departmental representative on interdepartmental task forces and work groups at public meetings, hearings, conferences, committee and board meetings. Makes presentations to schools, civic groups, business organizations, etc. to inform or publicize programs. Acts as technical advisor to other agencies/departments. Performs research/analysis and prepares written reports, graphs, tables, etc. Identifies irregularities and potential problems before they become critical; researches variables and alternatives before making decisions. Keeps superior informed of changes in the status of important projects. Establishes and maintains an effective working relationship with supervisors, subordinates, employees, other departments/agencies and projects, and a positive, professional image when dealing with the general public. Additional Duties and Responsibilities: Directs the following public information activities: dispensing of public information about the City, preparing press releases, public service announcements, etc.; coordination and development of a Citizens Action Center and employee/city-wide newsletter as appropriate. Responds to requests for information from the public and media representatives by assuring that current information on City activities are easily available and accessible. Accepts responsibility for coordinating some public ceremonies, dedications and special events; conducts tours as necessary. Meets with departments, agencies, consultants, etc. to disseminate or receive updated information. Prepares and presents information to the general public, government agencies, civic organizations and the media. Wdtes grants to obtain funding for special projects and pilot programs. ~ Assists in developing necessary audio and video tapes, pamphlets and brochures. Assistant to the City Manager/PlO cont. Knowledcje, Skills and Abilities: Considerable knowledge of principles and practices of municipal operations. Knowledge of principles and practices of public finance administration and budgeting. Knowledge of relevant legal issues, rules and regulations as pertaining to municipal government. Knowledge of the practices and principles program. involved in implementing a public information Ability to use desk-top publishing as needed for public information program. Ability to interact with the elected officials, representatives of the media, department directors, city employees and maintain a positive and professional impression when dealing with the general public. Ability to work effectively and react with sound judgment under pressure conditions, such as heavy workloads, deadlines and changing situations. Ability to communicate effectively verbally and in writing. Education and Job Related Experience: Four-year college degree preferably in Public Administration, Journalism, Public Relations or a related field and five (5) years job related experience or any equivalent combination of training and experience that meet the position requirements. Minimum reasoning ability usually associated with this classification: Ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to inlerpret an extensive variety of technical instructions in mathematical or diagrammatic form. Deal with several abstract and concrete variables. Minimum Math ability usually associated with this classification: Ability to deal with systems of real numbers; linear, quadratic, rational exponential, logarithmic, angle and circular functions, and inverse functions; related algebraic solution of equations and inequalities; timits and continuity, and probability and statistical inference; to calculate variables and formulas; ratio and proportion variables; Minimum Language ability usually associated with this classification: Assistant to the City Manager/PlO cont. Read: Ability to read literature, scientific and technical journals, abstracts, financial reports, and legal documents. Write: Ability to prepare business letters, expositions, summaries and reports, speeches, manuals, using prescribed format and conforming to all rules of punctuation, grammar, diction and style. Speak: Ability to participate in panel discussions, dramatizations and debates; to speak extemporaneously on a variety of subjects; to be conversant in theory, principles, and methods of effective and persuasive speaking, voice and diction, phonetics, and discussion. Training: Amount of training, either on-the-job or formal education, usualty associated with this occupation in addition to the Reasoning, Math, and Language abilities detailed above: Over 1 year and up to and including 3 years. Physical Demands: Degree of Physical Demands (Strength) usually associated with this classification: Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. This position at times may require walking or standing to a significant degree. Types of Physical Demands usually associated with this classification: Handling, Fingering: (Handling - seizing, holding, grasping, turning or otherwise working with hand or hands, fingering not involved.) (Fingering - picking, pinching or otherwise working with fingers primarily, rather than with whole hand or arm as in handling). Talking, Hearing, Seeing: (Talking - Expressing or exchanging ideas by means of spoken word). (Hearing - Perceiving nature of sounds by ear). Seeing - The ability to perceive the nature of objects by the eye). Driving: Must be able to operate a motor vehicle and possess a current valid Flodda Driver's License. Assistant to the City Manager/PlO cont. Environmental Conditions: Physical Surroundings usually associated with classification: The Worker is Subject to Inside Environmental Conditions: Protection from weather conditions but not necessarily from temperature changes. Machines, Tools, Equipment, and Work Aids ~Nhich may be representative, but not all inclusive, of those commonly associated with this type of work: computer, Desk-Top Publishing software, camera, typewriter, reference books, tape recorder, copier, fax machine, manuals, statutes, ordinances, telephone, etc.