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HomeMy WebLinkAboutClerk's Staff Presentation - FiledOffice of TheCity Clerk BILL NO.79-25 Bianca Tirado, City Clerk PROPOSED ORDINANCE •Removal of a part-time Administrative Assistant Position for the South Bend Common Council (with a 2026 cap of $59,740) to place in the office of the City Clerk •Establish a full-time Executive Assistant Position (with a 2026 cap of $59,740) and adding benefits. •There is no salary increase to the position; only changing to full-time with benefits. Office of the City Clerk PROPOSED ORDINANCE Office of the City Clerk CURRENT ORGANIZATIONAL CHART COMMON COUNCIL CITY CLERKMAYOR COUNCIL INTERNS Office of the City Clerk DEPUTY CITY CLERK/DIRECTOR OF POLICY CHIEF DEPUTY CLERK/CHIEF OF STAFF EXECUTIVE ASSISTANT/DIRECTOR OF SPECIAL PROJECTS ADMINISTRATIVE ASSISTANT PROPOSED ORGANIZATIONAL CHART COMMON COUNCIL CITY CLERKMAYOR COUNCIL INTERNS Office of the City Clerk DEPUTY CITY CLERK/DIRECTOR OF POLICY CHIEF DEPUTY CLERK/CHIEF OF STAFF EXECUTIVE ASSISTANT/DIRECTOR OF SPECIAL PROJECTS EXECUTIVE ASSISTANT CLERK’S OFFICE OPERATIONS TEAM CITY CLERK The Clerk is responsible for maintaining custody and controlling the filing and storage of all legislative documents, minutes, and other written or recorded materials relevant to the operation of the City government. This role also involves the timely distribution of notices and the administration of oaths for Police Officers, Fire Officials, and any appointed members. CHIEF DEPUTY CLERK/CHIEF OF STAFF The Chief Deputy Clerk/Chief of Staff is the direct report in the absence of the City Clerk. Serving as Fiscal officer for Council & Clerk departments, the Chief Deputy Clerk reviews minutes and agendas, manages Internship programs, and assists with Youth Council initiatives. EXECUTIVE ASSISTANT/DIRECTOR OF SPECIAL PROJECTS This role involves preparing minutes for all council and committee meetings, drafting oaths for swearing-in processes, initiating special projects, and overseeing the technology required for hybrid meetings. DEPUTY CLERK/DIRECTOR OF POLICY The Deputy Clerk/Director of Policy is responsible for the composition of all council meeting agendas and packets, ensuring adherence to legislative requirements. Additionally, they prepare resolutions and special proclamations and maintains official records of filings. Office of the City Clerk COMMON COUNCIL OPERATIONS TEAM Interns •Respond to constituent concerns in timely, efficient manner and redirecting to other city departments or outside agencies when necessary. Create and maintain records relating to the assistance provided. •Organize and coordinate city outreach efforts and other public events. •Assists with development and execution of communications and marketing pieces to the general public, media, neighborhoods, and internal staff with an emphasis in communication media as well as design and graphics. •Develop and implement social media strategies/campaigns across all channels •Time spent will rotate between Council members in order of Council priorities (Put together by Council President and Council members) •Will attend all Council on and off-site events in order of Council priorities •Works in conjunction with the Common Council. Council attorney and City Clerk and the Clerk’s staff. Office of the City Clerk COMMON COUNCIL OPERATIONS TEAM Executive Assistant (Administrative Assistant–Common Council) •Attends all Common Council and Committee meetings, on and off-site, ensuring consistent format and accuracy of content. •Assist with scheduling and maintaining of all Boards and Commissions in the City Hall Council Chambers •Provide hands-on technical support for Council Members in meetings and events (A/V setup, livestream coordination, basic device troubleshooting). •Plan, produce, and publish multimedia content (copy, graphics, short-form video) that highlights Council priorities, programs, and outcomes. •Draft press releases, talking points, and event collateral; coordinate media requests and press conferences. •Track performance across web and social channels; produce actionable monthly dashboards to inform strategy and resource allocation. Office of the City Clerk •Scheduler of all Common Council Committee meetings (on and off-site) and events. •Provides administrative support for the City Council and Council Attorney, including composing correspondence, preparing reports and presentations, drafting of legal documents, etc. •Manages all Common Council social media content. •Assists with the Youth Council Advisory program management and programing planning/logistics. •Maintains the Council website. •Completes special projects and duties assigned by the Common Council. Office of the City Clerk Executive Assistant (Administrative Assistant–Common Council) Description Cont. SOCIAL MEDIA Office of the City Clerk COMMUNITY ENGAGEMENT Office of the City Clerk PRESS RELEASES THANK YOU QUESTIONS?