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Job Description

ADMINISTRATIVE ASSISTANT I
ASSIGN: OPEN MEETING LAW COORDINATOR

JOB CODE 06031

Effective Date:	11/97X

DISTINGUISHING FEATURES OF THE ASSIGNMENT:

The Adminstrative Assistant I assigned Open Meeting Law Coordinator is responsible for the administration and coordination of three main programs/functions for the City Clerk Department: the Open Meeting Law function; the City of Phoenix Lobbyist Program; and the Citywide Records Management Program.

Duties related to the Open Meeting Law function include reviewing public meeting notices/agendas of the City Council, Council Subcommittees, boards, commissions, and ad hoc committees for proper preparation and posting. Work involves contacting the staff liaison if a potential problem exists, if the agenda is not in compliance with State Statutes or City Code, or if concerned citizens raise questions. Duties include training and functionally supervising support staff in posting meeting notices and agendas.

Duties related to the City of Phoenix Lobbyist Program include reviewing lobbyist registration forms, compiling and reporting data, and writing Council Reports. Work involves responding to media and lobbyist inquiries and concerns, handling complaints, and explaining procedures and ordinance requirements to the boards, commissions, committees, Mayor, Council, lobbyists, and City staff. This assignment also is responsible for training and functionally supervising Records Clerks, Records Imaging Specialists, and a Records Supervisor involved in day-to-day processing and filing of lobbyist documents.

Duties related to the citywide Records Management Program include serving as liaison between department administration and citywide records control officers. Work involves responding to inquiries on retention requirements, proper destruction of records, and public records laws. Duties include approving records destruction requests, coordinating the revision of citywide retention schedules, and coordinating the City of Phoenix program with the State of Arizona.

In support of these three main programs, this assignment develops and conducts citywide training for staff in the Mayor, Council, and City Manager's Office, all city departments, citizen boards, commissions, and lobbyists.

This assignment is distinguished from the base class in that it requires a higher level of technical knowledge, independent judgment, tact and diplomacy to identify and resolve problems that potentially could cause the cancellation of a public meeting, invalidation of an action, or creation of adverse publicity.