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HomeMy WebLinkAboutAgenda - 01-21-1997 - 8c a 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No �. ACTION AGENDA ITEM ABSTRACT Meeting Date: January 21, 1997 SUBJECT: RESTRUCTURING CLERK'S OFFICE POSITION -------------------------------- ------------------------------- DEPARTMENT County Commissioners PUBLIC HEARING YES NO x -------------------------------- ------------------------------- ATTACHMENT(S) : BUDGET AMENDMENT: YES X NO INFORMATION CONTACT: John M. Link, Jr. Yes -Position Description Beverly A. Blythe TE LE PHONE NUMBER Hillsborough 732-8181 Chapel Hill 968-4501 ----------------------------------------------------------------------- PURPOSE: To consider restructuring the vacant permanent part-time 20 hour Assistant to the Clerk position within the Commissioners' office to a information/communications position. BACKGROUND: Currently, the Clerk's Office has a vacant Assistant to the Clerk position. Prior to beginning recruitment for the position, the Clerk has assessed the needs of the office and the workload as well as the functions of this position. The Clerk and the County Manager also reviewed and agreed upon the information function of this position as related to the public information functions of the Management Analyst position in the Manager's office. As a result of this review, the Clerk has identified the need for additional communications support for the Commissioners office. The Clerk has restructured the duties and responsibilities of the vacant position to provide for this support in the context of the goal statement as submitted by Commissioner Gordon. The Personnel Department has completed a classification review of the restructured position to take account of the changed duties and responsibilities. Based on this review, Personnel has determined the position should be reclassified from the current class of Assistant to the Clerk at salary grade 60 to the class of Information Specialist at salary grade 65 in the Orange County Classification and Pay Plan. Funds to implement the reclassification are available within the approved budget for 1996-97. RECOMMENDATION: The Manager recommends the Board approve the restructuring of the position within the Clerk's Office to be a communications support position as described above and on the attached position description. c z INFORMATION SPECIALIST ROLE AND DUTIES GENERAL DEF/NMON OF WORK Performs professwnal work to develop and administer a broad based program to improve communications with the media and provide better focus on upcoming issues that may come before the Board of County Commissioners. Special emphasis will be placed on effective communications between the Board of County Commissioners, the news media, county employees and the citizens of Orange County. Advice and assistance will be provided to the County Commissioners with various special research and analysis projects and activities. This position will perform related work as required. This work is performed under general supervision by the Clerk to the Board. GOALS FOR THE POSlTtON To establish a credible public image for the County Commissioners and Orange County. To establish a media policy that will encourage open, productive and responsible press relations. To motivate the public to respond favorably and with support to county issues and county-sponsored legislation. To seek promotional opportunities for Orange County programs and services. To reach a broader audience for the purpose of creating a more positive public perception of County government. EXAMPLES OF TASKS PERFORMED Formulates a communications strategy to accomplish the goals for the position. Provides timely, useful and accurate information to the media to assist in furthering public understanding of the responsibilities, concerns and issues of county government. Informs residents about County objectives, policies, and projects. Provides communication advice to the County Commissioners and arranges news conferences and interviews, writes and distributes news releases as directed by the County Commissioners. Provides communication support to the County Commissioners, including completing research assignments for County Commissioners and also conducting surveys as requested by the Board of County Commissioners. Information required of County Departments will be requested by the Clerk's office through the Manager's office. Develops emerging communications technologies for the Clerk's Department and provides leadership in communications technology utilization. Develops linkages to Orange County's home page for information sharWg,on the internet; prepares informational recordings for the County Commissioners' information ono. Directs the development of brochures, pamphlets and audio-visual presentations for County Commissioners and other specific strategies to accomplish the goals for the position. Coordinates communication efforts with other departments through the County Manager, with respect to reports, press releases, and other written material. Maintains the Permanent Agenda File and the permanent records for the minutes and ordinances; maintains the County Commissioners' Library and Policy Manual Performs related tasks as required. 3 4 REPORTING RELATIONSHIP This position reports to the Clerk to the Board. The work will be carried out in accordance with Board of County Commissioners policy; in particular, any news releases for County Commissioners will be coordinated with the County Commissioners. EDUCATION AND EXPERIENCE Education: Graduation from a college or university with a bachelor's degree in journalism, public relations, public administration or other appropriate degree. Experience: Some experience in a public relations setting, preferably in a local government capacity or an equivalent combination of training and experience. Three or more years of experience preferred. KNOWLEDGE. SKILLS AND ABILITIES: Considerable knowledge of the principles and methods of promoting effective communications; considerable knowledge of the principles and practices of governmental organization and administration or the ability to acquire same; general knowledge of research materials and techniques and methods of presentation to the public; ability to develop a communications strategy to accomplish the stated goals; ability to take the responsibility for the communications function in the Clerk's office; ability to express ideas clearly and effectively, both orally and in writing; ability to write and edit various forms of informational material; ability to establish and maintain effective working relationships with County officials, employees, community agencies, private organizations, the media, and the general public.