Summary

As a member of the Communications Division, the Communications Coordinator is responsible for developing, coordinating, and implementing public relations, marketing, and/or educational programs for assigned departments or divisions and for managing social media presence and correspondence with the community.

Description

Description

Hiring Range: $25.04 – $27.23 hourly 

Work Schedule: Generally, 40 hours, Monday through Friday; may work evenings and weekends as necessary

NATURE OF WORK
As a member of the Communications Division, the Communications Coordinator is responsible for developing, coordinating, and implementing public relations, marketing, and/or educational programs for assigned departments or divisions and for managing social media presence and correspondence with the community. The Communication Coordinator handles electronic and print media activities, press releases, and advertising; meets with interested parties to market programs and services; writes and edits written materials for a variety of audiences and mediums; and attends community events. Maintains and updates town website as needed. This position requires the ability to work independently and with teams, while providing excellent, respectful customer service and human relations skills, in support of the Town of Windsor's mission and values.

The Communications Coordinator is required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Employment Opportunity policy.

SUPERVISION RECEIVED
The Communication Coordinator works under the direct supervision of the Communications Manager to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances.

SUPERVISION EXERCISED
No supervisory responsibilities or control exercised.

Essential Job Functions

ESSENTIAL JOB FUNCTIONSThe Communications Coordinator is assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements as determined by the town, department, division, and pursuant to laws, regulations, and practices. Individuals in this position must be able to successfully perform, be responsible for, and/or assist in the fulfillment of many job functions and duties, with or without reasonable accommodation.
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:

Marketing/Communications

  • Responsible for web design, content management, overall user experience, and departmental user training. 
  • Work collaboratively with multidisciplinary teams to create and maintain professional and engaging visual designs for website interface and online communications. 
  • Monitor site traffic and help scale site capacity to meet traffic demands and performance expectations. Improve portal's efficiency and design look and feel for the site.
  • Assist in the monitoring, coordinating, and administration of multiple social media platforms such as Facebook, Twitter, LinkedIn, YouTube, etc. for the Town of Windsor’s main web pages/platforms as well as supporting the various town departments in their social media efforts.  
  • Conduct analysis on the website performance; report relevant trending data on when/why performance issues occurred. Review statistics and monitor analytics for the town website. Provide editorial and design direction; quality control and proofreading; oversee production; and create/implement distribution plans. Assist in preparing mobile engagement tools such as app creation and online engagement sites.
  • Create marketing/advertisement plans for various town events and activities and assist with their implementation. 
  • Coordinate the production of town-wide communication materials, department brochures, graphic materials, newsletters, and advertisements.
  • Propose and coordinate programs and events to maximize town visibility.
  • Collaborate with staff to photograph and video people, programs, events, and happenings, as needed. 

Project Management/Customer Service

  • Manage the development, distribution, and maintenance of all print collateral including newsletters, brochures, annual reports, event invitations, and promotional items.  Works with an internal group to understand the target audience; creates graphic designs ranging from simple layouts, complete reports, and PowerPoint presentations.   Makes recommendations to each design to assure compliance with brand standards.
  • Initiate meetings with departments/divisions to compile background information, photos, and support material for current and future needs.
  • Listens to internal customer priorities and anticipates needs.
  • Uses a variety of publishing and design software programs to prepare layouts and designs for town materials, publications, and forms.
  • Accurately reviews and processes communication requests via the division’s project management software.
  • Keep records of projects, including status, staff input, guidance, comments, questions, time spent on projects, drafts, and other information in the project management software.
  • Develop projects in an accurate and timely manner, meeting final and preliminary deadlines by working with staff, as needed.
  • Provide exceptional customer service by promptly answering questions and providing service resolution, as well as providing regular status updates for ongoing or lengthy projects. 
  • Manage external vendors for printing projects and graphic design including printer relationships, pre-press, and mailings.
  • With Communications Manager oversight, researches, identifies and utilizes marketing opportunities to increase awareness of department and town events and issues.
  • Maintain open and regular dialogue with assigned departments and Communications staff.
  • Inform the Communications Manager of public concerns, as well as developing issues, and opportunities within the organization.
  • Coordinates, researches, and writes content and ensures deadlines are met for town-wide publications, including internal communications.
  • Respond to citizen and customer inquiries, via telephone, social media, and email in a timely manner.
  • Review and edit materials prepared by others in a timely manner; follows AP style format.

Administrative Duties

  • Coordinate activities with other departments and agencies as needed. 
  • Work in collaboration with co-workers to meet department and overall organizational goals.
  • Meet deadlines, interpret established guidelines & research, and recommend possible changes for greater efficiency and effectiveness.
  • Provide organization, record keeping, and follow-up for invoices and statements related to marketing projects and associated budgets. 
  • Assure that responsibilities are performed within budget; perform cost control activities; monitor revenues and expenditures to assure sound fiscal control; prepare budget requests; assure effective and efficient use of budgeted funds, materials, facilities, and time. 
  • Operate town-issued computer and software programs. 
  • Work independently and set priorities for work assignments, ability to manage multiple tasks.
  • Work flexible hours including weekdays, weekends, evenings & holidays when required.
  • Produce written documents with clearly organized thoughts using proper sentences, punctuation, and grammar.
  • Operate a motor vehicle in traveling to and from work sites or meetings.   
  • Take proper safety precautions, anticipate unsafe circumstances, and act accordingly to prevent accidents.  Use all required safety equipment. 
  • Recommend new Communications initiatives to broaden town exposure.
  • Inspire creativity and innovation in co-workers and division staff.

OTHER DUTIES
Depending on organizational need, additional duties may include the following:

  • The Communications Coordinator position participates in the Shared Fleet Vehicle Program, which requires an annual motor vehicle record check.
  • Attend and/or participate in assigned committees, teams, and department staff meetings
  • Provide support and assistance to the Communications Division through a diverse set of communication channels including graphic design, web design, analytics and report generation, print materials, and mobile engagement tools.  
  • Perform related duties as required.
  • Assists other town departments/divisions, as necessary.

 

Education, Knowledge, Skills, Abilities

EDUCATION, EXPERIENCE AND FORMAL TRAINING

  • Must be at least 18 years of age
  • Bachelor’s degree in graphic design, communications, advertising, public relations, marketing, or a related field from an accredited university or college
  • Previous experience to include advanced experience with graphic design software, website software, and development of marketing plans
  • Experience with website creation/maintenance
  • Experience planning, coordinating, and promoting special events
  • Advanced training in Adobe Creative Suite is strongly preferred
  • Must demonstrate strong competency in writing and public relations, including social media
  • Municipal government or other public sector experience preferred
  • Equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities to perform the essential functions of the job

LICENSES OR CERTIFICATES

  • Must have a current Colorado Driver’s License or the ability to obtain one upon hire, that meets the Town of Windsor’s standards

KNOWLEDGE, SKILLS & ABILITIES

  • Ability to read and write is essential.
  • Knowledge of government operations and administrative processes. 
  • Able to distill large quantities of information into meaningful messages and interesting stories.
  • Knowledge and experience in writing and proofreading written materials in AP Style.
  • Knowledge of basic video production.
  • Ability to write reports, business correspondence, and procedure manuals.
  • Ability to work cooperatively with supervisors, co-workers, and other town staff in the completion of projects.
  • Ability to handle multiple work assignments and meet strict deadlines.
  • Knowledge of design principles and practices, including hierarchy, grid structures, color, and typography.
  • Knowledge of computer hardware and software programs, which may include Microsoft Office, Internet applications, and the Adobe Creative Suite.
  • Ability to communicate effectively, both verbally and in writing.
  • Ability to remain tactful, helpful, and friendly in dealing with the public and other employees. 
  • Ability to document work clearly and thoroughly. 
  • Ability to use independent judgment in routine and non-routine circumstances, and in critical situations. And to make proper notifications to the Communications Manager.
  • Must possess a combination of creative, technical, analytical, organizational, communication, and interpersonal relationship skills and professionalism.
  • Ability to multi-task and prioritize to meet deadlines.
  • Ability to work independently or in a team environment, as needed. 
  • Strong competency in writing, desktop publishing, and graphic design software.

MATERIALS and EQUIPMENT USEDMaterials and equipment used include, but may not be limited to the following:

  1. EquipmentPosition requires use of a variety of equipment: computers, tablets or other digital equipment, digital cameras, copiers, printers, scanners, fax machines, telephones, Town-owned vehicle.
  2. Materials: Position requires use of a variety of materials: N/A

 

Additional Information

WORKING ENVIRONMENT & PHYSICAL REQUIREMENTS

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.

The physical activities of this position include, but are not limited to, the following: kneeling, stooping, crouching, reaching, lifting, fingering, sitting, standing, walking, grasping, feeling, talking, hearing and repetitive motions.

The physical requirements of this position are considered Light Work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

The employee is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

This position is not considered safety sensitive because the individual does not operate a commercial motor vehicle, as a regular function of his/her daily job duties.

Note: This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles or responsibilities associated with the position. Nothing in this position description restricts the Town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time.

The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The town is dedicated to the principles of equal employment opportunity.  The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.  

The town is dedicated to the principles of equal employment opportunity.  The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.  This prohibition includes unlawful harassment based on any of these protected classes.  Unlawful harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.  This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.

The town will make reasonable accommodation(s) for qualified individuals with known disabilities unless doing so would result in an undue hardship for the town or cause a direct threat to health or safety.  The town will make reasonable accommodation(s) for employees whose work requirements interfere with a religious belief, unless doing so poses undue hardship on the town.  Employees and/or applicants needing such accommodation are instructed to contact the Human Resources Department.

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