Public Affairs Specialist

DEFINITION

Under general supervision, performs a variety of professional and administrative duties related to the development, and implementation of the District’s public relations programs and activities; develops strategic internal and external communications efforts,; works with community members, businesses, and civic leaders to assure their understanding of District policies and operations; prepares informational materials for dissemination through a variety of communications media, public meetings, and events; develops media relations outreach programs for all of the District’s primary functional areas; and performs other related work as required. 

CLASS CHARACTERISTICS 

Incumbents in this class are highly motivated creative thinkers with considerable independent judgment, initiative and extensive writing capabilities. They must possess the ability to coordinate complex programs, plan for internal and external communications, public information, customer, community and employee relations activities. This class is distinguished from other administrative classifications in that it requires specialized knowledge of public relations programs and related activities, and requires extensive public contact, sensitivity, and diplomacy.

Examples of Duties / Knowledge & Skills

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Public Affairs Supervisor. Provides technical and functional direction to lower-level staff. 

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the rights to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Perform a variety of public outreach and community relations activities, events, and public awareness programs for the dissemination of information regarding District goals, long-term programs, operations, policies, and procedures to internal and external audiences with local government representatives, community organizations, and various communications media outlets.
• Plan, write, edit, and produce annual reports, handouts, folders, fact sheets, bulletins, bill inserts, newsletters, news releases, and other informational publications.
• Coordinate and schedule community events; distribute information and communications through a variety of outlets including, traditional media, online media and social media platforms.
• Use creative writing and design skills to develop outreach material;  work with graphic designer to develop graphic content, gather and compile information and images through research, create original content and designs for the District's web and print publications, including newsletters, news releases, feature articles, fact sheets, brochures, photographs, scripts, audio-visual recordings, and other materials for newspapers, magazines, and other publications for interested community groups and broadcast, online, and social media; align work products with District's communication priorities, branding and style guides.
• Oversee the District's social media and website program including proactive scheduling, posting, content development, and monitoring.
• Oversee the District's graphic design program, including brand management and personnel supervision; coordinate with printing vendor to produce deliverables that meet District standards.
• Track outreach activities for all public affairs activities and deliverables with weekly reports identifying the progress and completion of priority projects.
• Develop and maintain contacts with various community groups, organizations, business leaders, media, and government representatives; foster and promote positive relations with the general public, community groups, employees, schools, and local government.
• Assist in the preparation and administration of specific program areas of the public affairs budget; submit program budget recommendations; forecast additional funds needed for equipment, materials, and supplies.
• Serve as a representative for the District giving speeches and presentations to schools, clubs, and various civic and service organizations.
• Prepare and maintain assigned elements of the District's Emergency Preparedness Program and related District emergency plans, including development and implementation of emergency preparedness communications; assists in coordinating emergency response planning, and procedures for specific drills and practice events with impacted District departments, local and state government agencies, and other community groups. 
• Perform related duties and responsibilities as required. 

Minimum qualifications & Requirements

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Candidates should have knowledge of:

• Principles, techniques, and methods of public information, outreach, and community relations.
• Developing and writing clear, concise, grammatically correct copy that appeals to various audiences and result in effective and compelling communication.
• Methods and techniques of graphic design, layout and print production and desktop publishing applications.
• Advertising and public relations industry practices and trends.
• Procedures utilized in preparing information for dissemination through various media.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Principles and techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• English usage, spelling, vocabulary, grammar, and punctuation.

Candidates should have the ability to:

• Apply special graphic production techniques in the distribution of informational materials.
• Monitor and make recommendations for modifications to existing communication procedures; assist in implementation of communications procedures.
• Remain open to constructive feedback and work well under tight deadlines, heavy workloads, and quick project turnarounds. 
• Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations, technical written material, and District policies and procedures.
• Use independent judgment within general policy, procedural, and legal guidelines.

Supplemental information

THE IDEAL CANDIDATE

The District is seeking a team-oriented individual with the ability to assist in the coordination of District programs, plan for internal and external communications, public information, customer, community, and employee relations activities. The ideal candidate will be a self-motivated person with considerable independent judgment that is knowledgeable of public relations programs and related activities.

EDUCATION AND EXPERIENCE

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be: 

Equivalent to a Bachelor’s degree from an accredited college or university with major course work in communications, journalism, public relations,   marketing or a related field, and five (5) years of experience in public relations, public information, community relations, or outreach activities. 

License or Certificate:

• Possession of a valid California class C driver’s license and satisfactory driving record. 

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone.  This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required.   Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.