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HomeMy WebLinkAboutAgenda - 04-19-2012 - 1 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 19, 2012 Action Agenda Item No. '- SUBJECT: Discussion of Proposed Public Affairs and Information Officer Position DEPARTMENT: County Manager PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Frank Clifton, County Manager, 919-245- A) Public Affairs and Information Officer 2306 Classification PURPOSE: To discuss the role and responsibilities of the Public Affairs and Information Officer and move forward with the recruitment and selection process for the position. BACKGROUND: The Orange County Board of Commissioners adopted a Strategic Communications Plan in 1999. During-the interim years, the County has made efforts to implement, maintain, and as needed modify the objectives set forth in the plan. As an element of the Fiscal Year 2011-12 Orange County operating budget, the Board of Commissioners approved a $30,000 Non-Departmental line item as reserve funds to establish a future County Public Information Officer position. The purpose of this position is to promote awareness of County operations, services and programs utilizing multiple media outlets such as radio, television, cable, print, and social media; and plan and coordinate a variety of special events, relevant news conferences and community meetings. The position will be responsible for working with County management to develop and administer a Strategic Communications Plan. The position will be located in the County Manager's Office and report to the County Manager. The Public Affairs and Information Officer will provide direct assistance to County management to facilitate the professional, timely, and accurate flow of information to employees and the public and assist departments with public outreach, education, and involvement. Human Resources Department staff evaluated the duties and responsibilities of the position to develop a classification specification (Attachment A) and determine its proper placement in the County's Classification and Pay Plan. The analysis took into account the BOCC Strategic Communications Plan, the expected results from this position, and similar positions in the area. 2 Based on this analysis, Human Resources staff recommends the new position be added to the Classification and Pay Plan as outlined below: Classification I Salary Grade Salary Range Public Affairs and Information Officer 1 27 $66,477 - $106,271 FINANCIAL IMPACT: Budgeting at the minimum of the salary range the total annual cost (salary and benefits) of this position is $84,131. The Board's non-departmental line item will cover this fiscal year cost of creating and filling the position. RECOMMENDATION(S): The Manager recommends that the Board discuss the proposed new position in the County Manager's Office to be classified as the Public Affairs and Information Officer. Public Affairs and Information Officer Attachment A $ Orange County Classification Specification Public Affairs and Information Officer Job Class Code: 2715 FLSA Status: Exempt General Description Under the general direction of the County Manager, develop and administer a Strategic Communications Plan. Plan, organize, direct, evaluate, coordinate, and monitor media relations; public outreach, education and involvement, internal communications; and social media. Examples of Essential Functions A position may not include all the work examples given, nor does the list include all that may be assigned. • Develops strategic communications plans, key messages and strategies; writes and edits content for a wide range of print, web-based or visual publications for public groups and internal County businesses; develops new public relations strategies and advises departments on strategic communications; creates written internal policies and guidance for staff. • Develops citizen involvement protocols and recommends administrative policies to coordinate, provide training, and involve citizens in civic engagement activities. • Develops and implements public information programs for internal and external distribution. Promotes awareness of County operations, services and programs utilizing multiple media outlets such as radio, television, cable, print, and social media. Serves as Orange County's media representative on significant endeavors, breaking stories and news features; writes and distributes media advisories, press releases, fact sheets, annual reports, legislative responses and other official documents. Develops and delivers presentations for community groups. Coordinates a variety of special events, relevant news conferences and community meetings. • Provides direct assistance to County management to facilitate the professional, timely, and accurate flow of information to employees and the public. Assists county officials with public opinion articles. Write and delivers speeches and presentations. Assists departments with external publicity, communication plans, displays, and utilization of web-based publications. Develops and provides press relations training to employees for interactions with the media. • Develops an effective communication plan for crisis management. Serves as the County's point of contact during times of crisis natural, manmade, and other extraordinary events and circumstances. Ensures appropriate, 1 Last Updates:03112 Public Affairs and Information Officer Attachment A 4 timely, and accurate information is communicated between and among county departments, other governmental agencies, the media and the public. Participates in the Orange County Emergency Operations Center when activated or during special emergency operation exercises, and assists with the development of business continuity plans and natural hazard mitigation plans. o Serves as a liaison to the contract videography company and cable operator responsible for videotaping and broadcasting BOCC meetings. Develops programs featuring County officials and administrators to highlight County issues, initiatives, and workforce. Interfaces with Information Technologies to oversee content development and revision for the County's website; and overall strategy for web design and development. Develops and distributes information to employees through employee newsletters and intranet updates Knowledge, Skills, Abilities • Comprehensive knowledge of the principles of journalism, public and press relations, citizen involvement, and emerging communications trends, media, and technologies. • Knowledge of applicable state and federal statutes and county ordinances; county government services, the county's demographic and economic profile, including its industrial base. • Knowledge of computer operating systems, graphics software, social media protocols and practices, and modern office technology and audiovisual equipment. • Skill in effective oral and written communication, including writing and editing news stories, articles, interacting with media, developing publications, creating and marketing targeted outreach strategies, developing and delivering presentations, responding to changes desired by citizens and County staff, establishing and maintaining cooperative working relationships with government agencies, elected officials, County employees, and the public; and identifying and responding to politically sensitive issues. o Ability to work independently, be a self-starter, manage and coordinate multiple projects and tasks both internally and externally and make an active and meaningful contribution to the management team. Supervision Assignments are provided by setting overall objectives, priorities, and resources available. The employee and the Manager develop deadlines, projects, and work to be done. The position may supervise. 2 Last Updates:03/12 Public Affairs and Information Officer Attachment A 5 Distinguishing Factors This classification is distinguished from the Communications Manager classification based on the county-wide responsibility to direct and coordinate communication practices, and ensure accurate and timely communications are distributed to all county employees and the public regarding a variety of County programs and activities. Physical Activities (N= Never; R= Rarely(Less than 25%); O= Often (25%-75%); A=Always(More than 75%)) Standing O Sitting O Walking O Bending O Stooping R Kneeling R Crawling R Climbing R Typing O Grasping O Talking O Hearing O Repetitive motions of hands/wrists O Handing O Repetitive motions of feet O Reaching O Average number of pounds through a normal day that are pushed, pulled, etc. and the distance over which the weight is moved: Activity Average Number of Pounds Distance Weight is Moved Pushing 15 200 Ft Pulling 15 200 Ft Lifting 15 200 Ft Carrying 15 200 Ft Examples of physical activities required in this position: Sitting at a computer for many hours per day Filing papers Walking to work station Interacting with the media Possible Hazards (chemicals, dangerous machinery, etc.) None Known Minimum Qualifications Requires any combination of education and experience equivalent to a Bachelor's degree in in public administration, journalism, business administration or a related field and five years of related experience. Possession of or ability to readily obtain a valid driver's license issued by the State of North Carolina for the type of vehicle or equipment operated. 3 Last Updates:03/12