Constituent Services and Office Coordinator - Mayor's Office

Position Title:

Constituent Services and Office Coordinator - Mayor's Office

Job Description:

Under the general administrative direction of the Office Manager, the Constituent Services and Office Coordinator staffs the front desk of the Mayor’s Office and supports the Mayor’s Office by maintaining a safe and welcoming environment for visitors and addressing public inquiries.

POSITION DESCRIPTION

This is an in-person professional position in a fast-paced work environment requiring strong interpersonal skills, independent judgment, and organizational expertise. This position balances two key responsibilities: constituent services and office coordination.

Constituent services play a huge role in connecting residents and visitors to resources within Salt Lake City. The Mayor’s Office provides constituent services through phone, email, postal mail, and in-person communication. The Constituent Services and Office Coordinator is often the first point of contact for the Mayor’s Office and acts as a liaison between community members and City resources. The urgency, volume, and subject of constituent inquiries varies significantly from week to week, so flexibility is required for success.

The Constituent Services and Office Coordinator also supports the Office Manager in overseeing daily operations like restocking office supplies, managing conference room schedules, and maintaining a clean, organized office environment. 

POSITION HOURLY RANGE

$21.12 - $34.67/hour depending on qualifications

This position is eligible for full city benefits, including:

• Health Insurance (95% of premium paid by city)
• Dental, Vision and Life Insurance
• Paid vacation and personal leave
• Six weeks of paid parental leave from day 1 of employment
• Retirement contributions toward a pension plan and/or 401(k)
• A robust Employee Assistance Plan (EAP)
• Up to $4,000 tuition reimbursement annually
• Discounted supplemental benefits like pet insurance and legal services

This position will remain open until filled and may close without notice. Early application submittal is encouraged.

RESPONSIBILITIES

• Prioritize presence at the front desk to greet visitors, maintain a stable and welcoming environment, and manage daily tasks.
• Ensure communal spaces in the Mayor’s Office, including lobby, coffee bar, and conference rooms, are clean and fully stocked.
• Manage and document all constituent casework (phone calls, emails, in-person visits, and postal mail) in Salesforce platform and respond to inquiries in a timely and thoughtful manner. 
• Develop and maintain in-depth working knowledge of City departments and policies to direct constituents to appropriate department or division, as needed.
• Utilize diplomacy, written and oral communication skills, and the ability and passion to address complaints, questions, and comments from the general public, City employees, community leaders and partners, and other visitors.
• Collaborate with Communications, Community Outreach, and Access & Belonging teams to maintain talking points for a variety of issues and topics.
• Run and review bi-monthly constituent casework reports to identify trends and pinpoint issues or needed policy changes.
• Work with Executive Assistants and Office Manager to ensure front desk coverage, as needed.
• Perform other duties as needed, which may include assisting with office meetings and special projects, collaborating other departments, and occasionally performing off-site duties, such as gathering items for office events.

DESIRED QUALIFICATIONS

• Two years’ post-high school study in Business Administration, Public Administration, or related fields plus three years’ administrative support experience in a professional work environment or customer-oriented field. Education and experience may be substituted one for the other on a year-for-year basis.
• Must possess strong interpersonal and communication skills (both verbal and written).
• Ability to work with the members of the general public and constituents.
• Ability to work effectively and efficiently under pressure as a member of a team.

PREFERRED QUALIFICATIONS

• Background in social work and/or government affairs
• Working knowledge of Salt Lake City departments and policies

WORKING CONDITIONS

• Work hours are in-person, Monday through Friday, 8:30 a.m. to 5:00 p.m., with a 30-minute lunch break
• Light physic