Job Abstract

The District is seeking to fill one (1) position as Public Affairs Coordinator I or Public Affairs Coordinator II. The District will determine the appropriate position selection after careful review of qualified applicants.

Do not delay in submitting your application as this job posting may close before listed close date.

Public Affairs Coordinator I: This is the entry-level classification in the Public Affairs Coordinator series. Initially, under close supervision, incumbents learn and perform routine tasks. This position must be familiar with performing routine duties in the coordination of customer and other stakeholder communications, events, and outreach programs, as well as administrative functions including management of stakeholder databases. Positions at this level usually perform most of the duties required of the positions at the Public Affairs Coordinator II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress.

Public Affairs Coordinator (II): This is the journey-level classification in the Public Affairs Coordinator series responsible for performing the full range of duties attributed to the position. This classification requires a thorough understanding and elevated competency level of the tasks and nuances associated with the job, and can exercise experienced, sound judgment to take the initiative on projects and activities with guidance and minimal supervision. The Public Affairs Coordinator II is distinguished from the Public Affairs Coordinator I in that incumbents in the Public Affairs Coordinator II class perform more difficult and complex public affairs functions including developing, coordinating, and implementing public affairs programs that require a higher degree of independent judgment.

Duties and Responsibilities (Essential Functions):

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

Assists in coordinating and implementing the District’s Public Affairs programs and activities, including:

• Education: Assists in coordinating educational programs and activities, such as scout programs, tours, community events, and more; participates and assists with the development and implementation of educational activities and outreach materials.
• Event Planning: Assists in coordinating public events; planning, execution, and follow-up of special events, including meetings, conferences, community events, tours, and other events provided by the District; compiles event and tour data for tracking attendance and other District opportunities.
• Community Outreach: Assists with the coordination of MWDOC’s involvement in community events; assisting with the development of activities, preparing and packing event items, and staffing events and tours. Occasionally serves as the District mascot, Ricky the Rambunctious Raindrop.
• Event Registration: Performs registration duties for Department activities including Consumer Confidence Reports, special events, tours, scouts programs, and other events hosted or sponsored by the District.
• Public Relations: Assists in coordinating public relations efforts, including drafting press releases, social media content, newsletter content, and designing MWDOC member agency toolkit collateral, marketing materials, and other public relations outreach.
• New Media: Assists with posting information on the District’s website; assists in developing and coordinating content for the District’s social media efforts across multiple platforms.
• Communications: Assists in coordinating and developing briefing papers, information packets, and presentations.
• Agency Relations: Assists in developing and maintaining effective relationships with District board members and employees, MWDOC member agencies, and Metropolitan Water District of Southern California staff, elected officials, community and stakeholder groups, the public, and representatives of other government agencies and organizations; provides customer service and assistance as required.
• Graphic Support: Assists in developing marketing materials for MWDOC’s outreach and education programs and activities such as brochures, flyers, event programs, infographics, briefing papers, collages, displays, presentations, and webpage layouts as needed.
• Public Affairs Workgroup: Assists in the planning and coordination of meetings with MWDOC member agencies; attends and provides presentations as necessary.
• Administrative: Gathers data; assembles and distributes reports; participates in the preparation and coordination of requests for proposals and agreements for various specialized professional services contracts; conducts research for projects, activities, and requests including special projects as assigned; performs website updates as needed; maintain inventory of marketing materials; prepare and process purchase requisitions for department purchases, and coordinate department calendar, schedules and meetings.
• Performs other related duties and responsibilities as directed.

Knowledge of:

Advanced office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; District policies and procedures; program management and event planning and preparation; writing techniques; website maintenance; social media marketing; methods and techniques of graphic design, layout and print production; correct English usage, spelling, grammar and punctuation.

Ability to:

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications; use graphic design software; exercise sound judgment and decision making skills; provide excellent customer service when communicating with a variety of audiences and stakeholders; creating effective graphic designs and layouts for use in public information and other District programs and activities; coordinate multiple projects simultaneously and prioritize while ensuring that project objectives and deadlines are met; understand both social and digital media platforms including mobile apps and web layout, social media content structure and analytics; organize, set priorities and exercise sound judgment within areas of responsibility; interpret, apply, explain and reach sound decisions in accordance with regulations, policies and procedures; use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned people; effective internal and external cooperation and communication skills with both peers and executives levels; communicate clearly and effectively, both verbally and in writing; edit written materials; establish and maintain cooperative working relationships with those contacted in the course of work including co-workers, outside agencies and the public.

Other Requirements:

Possess and maintain a valid California driver’s license and automobile insurance under the terms of the District’s Vehicle Insurance Policy, as this position requires driving. All District employees are Disaster Service Workers by CA state law and are expected to participate in emergency response initiatives. This could include contributing to the emergency planning process, participating in disaster exercises and training, as well as potentially responding to support actual emergency events.

Working Conditions and Physical Activities:

Environment: Standard office setting. Required to work some extended hours including evenings and weekends; and will be required to travel to attend meetings via car, bus, train, or air transportation assisting with tour-related activities. Required to wear the District mascot costume and occasionally perform as Ricky the Rambunctious Raindrop.

Physical: Primary functions require sufficient physical ability to work in an office setting; stand or sit for prolonged time periods; operate standard office equipment including the use of a computer and keyboard, telephone, FAX machine, printers, calculators, copiers; push, pull, lift, and/or carry approximately 25 pounds; and communicate to exchange information. Requires frequent climbing on and off bus when on tours; and exposure to inclement weather conditions.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.