HomeMy WebLinkAbout#06 - Communications CoordinatorSTAFF REPORT
DATE: October 1, 2024
CONSENT
AGENDA ITEM: Approve Communications Coordinator Job Description and Authorize Job
Posting
SUBMITTED BY: Karissa Goers, Administrative Services Director
BACKGROUND:
A full-time Communications Coordinator position was approved for the 2025 budget.
ISSUE BEFORE COUNCIL:
Should the Council approve the job description and authorize advertising for the Communications
Coordinator position?
PROPOSAL DETAILS/ANALYSIS:
Included in your packet is a job description and job posting for a Communications Coordinator. This is a
new job description for the city. City staff evaluated the position using the SAFE criteria as provided by
Baker Tilly and found that it should be placed at a grade 7.
This position would enhance the effectiveness of communication for the City of Lake Elmo. By adding a
dedicated communications professional to staff, we will have a subject matter expert who can work across
city departments to strategically plan our approach to communications. Several benefits of this addition
include enhancing our reputation as a well-run city, humanizing our employees, relaying timely and
relevant information, and building trust with our stakeholders by sharing the stories of Lake Elmo to keep
our community informed.
FISCAL IMPACT:
This position has been included in the 2025 budget.
OPTIONS:
1) Approve the job description as presented and authorize issuing the posting for Communications
Coordinator
2) Amend and then approve one or both the job description or posting for Communications
Coordinator.
RECOMMENDATION:
If removed from the consent agenda:
“Motion to approve the Communications Coordinator job description and authorize advertising the
position.”
ATTACHMENTS:
• Communications Coordinator Job description
• Communications Coordinator Job Posting
City of Lake Elmo
Communications Coordinator
Job Title: Communications Coordinator
Department: Administration
Status: Full-time regular position
Benefits: Qualifies for full-time benefits
Reporting Relationship: Reports to Administrative Services Director
Supervisory Duties: This position has no supervisory responsibilities
Position Details: Under limited supervision, this position performs intermediate work creating
and maintaining effective internal and external communications for the City of Lake Elmo. The
communications coordinator manages and assists with various communications for staff, Council,
Commissions, residents, and the general public.
Essential Duties and Responsibilities:
• Manage and maintain the City’s social media accounts, including content creation,
moderation, analysis, and implementation of industry best practices.
• Design and publish the City’s weekly digital newsletter.
• Design, compile, and finalize the City’s bi-annual newsletter, reports, flyers, brochures,
and announcements. Work with the City’s printing company throughout the publication
and distribution process.
• Draft communications of complex, technical concepts in a diverse creative way for all
residents to understand and appreciate.
• Review, proofread and edit a variety of written and digital communications.
• Assist in the management of the City website, ensuring accuracy and security.
• Capture photos and videos of City events and maintain a content library.
• Create and maintain a style guide for City branding and identity. Develop graphics and
layouts for a variety of mediums.
• Assist in the implementation of the City’s communication plan.
• Assist in the communications and marketing for special events to include a variety of
media platforms.
• Assist with internal communications, i.e. employee newsletters, announcements, etc.
• Assist in the management of the City’s internal SharePoint site.
• Assist with public meetings media, i.e. ensure digital access, maintain recording database
and City YouTube channel.
• Research and maintain a content library of articles about the City of Lake Elmo.
• Ensure the City is compliant with Federal, State, and Local laws relating to the City’s
communication to include website accessibility for individuals with disabilities (Section
508.)
• Performs other duties, as assigned.
Competencies Common to All City Positions:
• Develop and maintain a thorough working knowledge of and comply with all departmental
and applicable City policies and procedures.
• Demonstrate by personal example the spirit of service, excellence, and integrity expected
from all staff.
• Develop a respectful and cooperative working relationships with co-workers, including
willing assistance to newer staff so job responsibilities can be performed with confidence
as quickly as possible.
• Confer regularly with and keep immediate supervisor informed of all important matters
that pertain to the applicable job functions and responsibilities.
• Represent the City of Lake Elmo in a professional manner to the general public, outside
contacts, and constituencies.
While these areas are the primary focus of the position, we believe strongly in teamwork and
employees will be called upon to perform a variety of duties as a part of their role with the City.
Position Requirements:
Knowledge, Skills, and Abilities:
• Ability to structure communication with multiple mediums for a variety of audiences.
• Practical knowledge with desktop publishing, web maintenance, graphic design and related
software.
• Excellent writing skills.
• Ability to collaborate with other departments and take the lead on special projects.
• Proficient in time management and balancing multiple projects.
• Ability to give and receive constructive feedback respectfully and effectively.
• Experience with and demonstrates an understanding of cultural competency.
• Demonstrate the service excellence and integrity expected from all staff.
• Develop respectful and cooperative relationships with co-workers.
• Confer regularly with and keeps immediate supervisor informed of important matters
pertaining to those functions and job responsibilities for which accountable.
• Represent the City in a professional manner to the public and outside contacts in a manner
that helps maintain and enhance Lake Elmo’s reputation.
• Initiative to look for continual improvement opportunities.
• Ability to effectively problem solve using analytical and strategic thinking.
• Ability to attend City meetings and events as required, including some evenings and
weekends.
Physical/Mental Demands and Working Conditions: Most work is performed in an office
setting. Positions in this job typically require sitting, feeling, manual dexterity, grasping, talking,
hearing, typing, and seeing. There is also sustained exposure to computer keyboards and video
screens. This position may have to work at outside events with exposure to cold, heat, rain, and
wind. This work requires the exertion up to 10 pounds of force frequently, of up to 20 pounds of
force occasionally, and rarely moves objects of more than 20 pounds.
**The physical demands described here are representative to those that must be met by an
employee to successfully perform the essential functions of the job. Reasonable accommodations
can be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications:
Education: High School Diploma/Equivalent
Experience: Four years’ experience writing for internal and external audiences for a full range
of media including print and social media. Experience in communications, community relations,
marketing, and/or journalism.
Licenses/Certifications: Valid Driver’s License
Preferred Qualifications:
• Bachelor’s degree in communications, public relations, marketing, business or similar.
• Experience working with Canva and Sharepoint.
• Public Information Officer
• Experience with managing social media outlets.
• Experience with website design.
• Process basic computer skills, including a good knowledge of and experience using:
• E-mail and Microsoft Outlook
• Web Browsing
• Basic Computer Mapping (Google Maps, Bing)
• Adobe PDF Viewer
• Microsoft Office Products
**The work environment characteristics described here are representative of those an employee
encounters while performing essential functions of this job. Reasonable accommodations can be
made to enable individuals with disabilities to perform the essential functions.
Created – August 2024
Employee Acknowledgement
I have read and understand the job requirements, essential functions, working conditions,
responsibilities and expectations set forth in the job description provided. I attest that I can
perform the essential job functions as outlined with or without any reasonable
accommodations.
Employee Signature Date
Employee Name: ____________________________________________________________
The City of Lake Elmo offers competitive pay and benefits in addition to professional development opportunities
to all employees. The city’s number one value statement is to foster an environment based on trust and
ethics. These philosophies and practices help the City in recruiting and retaining exceptional employees.
Accepting Applications for the Position of:
COMMUNICATIONS COORDINATOR
ANTICIPATED HIRING PAY RANGE: $32.16 – 37.28 per hour (DOQ)
RECRUITMENT TIMELINE This position is budgeted to start in 2025. The hire for this position will not start
prior to January 2, 2025.
OPENING DATE: October 4, 2024
CLOSING DATE: November 1, 2024
POSITION TITLE: Communications Coordinator
DEPARTMENT: Administration
ACCOUNTABLE TO: Administration Services Director
FLSA STATUS: Non-Exempt
Position Details: Under limited supervision, this position performs intermediate work creating and maintaining
effective internal and external communications for the City of Lake Elmo. The communications coordinator manages
and assists with various communications for staff, Council, Commissions, residents, and the general public. Work is
performed under limited supervision and is responsible, but not limited to the following duties:
Essential Duties and Responsibilities:
• Manage and maintain the City’s social media accounts, including content creation, moderation,
analysis, and implementation of industry best practices.
• Design and publish the City’s weekly digital newsletter.
• Design, compile, and finalize the City’s bi-annual newsletter, reports, flyers, brochures, and
announcements. Work with the City’s printing company throughout the publication and distribution
process.
• Draft communications of complex, technical concepts in a diverse creative way for all residents to
understand and appreciate.
• Review, proofread and edit a variety of written and digital communications.
• Assist in the management of the City website, ensuring accuracy and security.
• Capture photos and videos of City events and maintain a content library.
• Create and maintain a style guide for City branding and identity. Develop graphics and layouts for a
variety of mediums.
• Assist in the implementation of the City’s communication plan.
• Assist in the communications and marketing for special events to include a variety of media platforms.
• Assist with internal communications, i.e. employee newsletters, announcements, etc.
• Assist in the management of the City’s internal SharePoint site.
• Assist with public meetings media, i.e. ensure digital access, maintain recording database and City
YouTube channel.
• Research and maintain a content library of articles about the City of Lake Elmo.
• Ensure the City is compliant with Federal, State, and Local laws relating to the City’s communication to
include website accessibility for individuals with disabilities (Section 508.)
• Performs other duties, as assigned.
Competencies Common to All City Positions:
• Develop and maintain a thorough working knowledge of and comply with all departmental and
applicable City policies and procedures.
• Demonstrate by personal example the spirit of service, excellence, and integrity expected from all
staff.
• Develop a respectful and cooperative working relationships with co-workers, including willing
assistance to newer staff so job responsibilities can be performed with confidence as quickly as
possible.
• Confer regularly with and keep immediate supervisor informed of all important matters that pertain to
the applicable job functions and responsibilities.
• Represent the City of Lake Elmo in a professional manner to the general public, outside contacts, and
constituencies.
While these areas are the primary focus of the position, we believe strongly in teamwork and employees will be called
upon to perform a variety of duties as a part of their role with the City.
Position Requirements:
Knowledge, Skills, and Abilities:
• Ability to structure communication with multiple mediums for a variety of audiences.
• Practical knowledge with desktop publishing, web maintenance, graphic design and related software.
• Excellent writing skills.
• Ability to collaborate with other departments and take the lead on special projects.
• Proficient in time management and balancing multiple projects.
• Ability to give and receive constructive feedback respectfully and effectively.
• Experience with and demonstrates an understanding of cultural competency.
• Demonstrate the service excellence and integrity expected from all staff.
• Develop respectful and cooperative relationships with co-workers.
• Confer regularly with and keeps immediate supervisor informed of important matters pertaining to
those functions and job responsibilities for which accountable.
• Represent the City in a professional manner to the public and outside contacts in a manner that helps
maintain and enhance Lake Elmo’s reputation.
• Initiative to look for continual improvement opportunities.
• Ability to effectively problem solve using analytical and strategic thinking.
• Ability to attend City meetings and events as required, including some evenings and weekends.
Physical/Mental Demands and Working Conditions: Most work is performed in an office setting. Positions in this job
typically require sitting, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. There is also sustained
exposure to computer keyboards and video screens. This position may have to work at outside events with exposure to
cold, heat, rain, and wind. This work requires the exertion up to 10 pounds of force frequently, of up to 20 pounds of
force occasionally, and rarely moves objects of more than 20 pounds.
**The physical demands described here are representative to those that must be met by an employee to successfully
perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with
disabilities to perform the essential functions.
Minimum Qualifications:
Education: High School Diploma/Equivalent
Experience: Four years’ experience writing for internal and external audiences for a full range of media including print
and social media. Experience in communications, community relations, marketing, and/or journalism.
Licenses/Certifications: Valid Driver’s License
Preferred Qualifications:
• Bachelor’s degree in communications, public relations, marketing, business or similar.
• Experience working with Canva and Sharepoint.
• Experience with managing social media outlets.
• Experience with website design.
• Process basic computer skills, including a good knowledge of and experience using:
• E-mail and Microsoft Outlook
• Web Browsing
• Basic Computer Mapping (Google Maps, Bing)
• Adobe PDF Viewer
• Microsoft Office Products
POSTING CLOSES 11/01/2024
SEND COMPLETED APPLICATION TO:
CITY OF LAKE ELMO
ATTN: KARISSA GOERS, ADMINISTRATIVE SERVICES DIRECTOR
3880 LAVERNE AVENUE NORTH, LAKE ELMO, MN 55042
OR KGOERS@LAKEELMO.GOV
A CITY EMPLOYMENT APPLICATION CAN BE FOUND AT WWW.LAKEELMO.GOV
CITY OF LAKE ELMO IS AN EQUAL OPPORTUNITY EMPLOYER