Community Relations Assistant (Newspaper)

Posting number: 100099-260630

Department: Community Relations

Job classification: Community Relations Assistant (Newspaper)

Posting type: Open & Promotional

Categories: Administrative Assistant, Community Services, Marketing

Summary

Under general supervision of the Community Relations Manager (Managing Editor), providesadministrative support to ensure efficient operation of the O’odham Action News (OAN) division, takes the lead on the Community Service Announcement section, and assists with layout, news writing, photography and audiovisual. Oversees the subscriptions and newspaper mailout. This job class is treated as FLSA Non-Exempt.

Essential Functions:  Essential functions may vary among positions and may include the following tasks and other characteristics.  This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive list of tasks performed by all positions in this classification.

Examples of duties

1. Subscriptions & Mailout: Maintains newspaper subscriptions and updates subscriber fourth-class bulk mail list and first-class mail list. Prepares newspaper for bi-weekly mailout of bulk mail (fourth class) and first-class subscriptions.

• Answers subscription inquiries on OAN portal.
• Verifies eligibility for free subscriptions for enrolled SRPMIC members.
• Contacts subscribers to verify information regarding their subscriptions. 
• Finalizes and prints mailing labels and coordinates the newspaper bulk mail and first-class distribution.
• Labels, bundles and stacks newspapers according to USPS requirements, sorting by postal code.
• Prepares USPS form for mailout.
• Labels and prepare envelopes for first-class subscriptions.
• Ensures USPS supplies and mail bags are stocked.

2. Community Service Announcements: Obtains Community Service Announcement information and performs layout for Community announcements, programs and services, Court Notices, the Community Calendar and classified advertising sections.

• Verifies SRPMIC church and business listing quarterly by telephone call or email and updates information as needed.
• Updates the Calendar of Events information in each issue.
• Verifies Court Notices and sends proof to Court staff for final approval.
• Ensures information is accurate and updates layout as needed.
• Responsible for layout of the Community Service Announcement section.

3. Small Advertisements Design and Layout: Designs small advertisements as needed, delivers advertising proofs electronically or in person if necessary, and picks up payments for first-time advertisers if needed.

4. News Writing and Photography:  Takes photographs and writes short stories and captions for print, online edition and social media.

• Transcribe notes, organize materials, and determine substance or slant for news stories.
• Writes stories according to prescribed editorial style and format standards with input from the Community Relations Manager (Managing Editor) or Community Relations Newsperson (Senior Reporter) to formulate newsworthy, informative stories.
• Prepares photos for online edition.

5. Invoices - Subscriptions: Maintains and updates first-class paid subscriptions.

• Send new subscription information to Finance Department to create an invoice for first class subscribers as necessary.
• Deposits payment checks as needed.

6. Invoices - Paid Advertisements: Prepares monthly invoice billing list for display and classified ads  for processing by the Finance Department.

• Sends out “Late Notices” as needed for advertisers whose payments are delinquent and provides follow-up to ensure payment credits are posted to customer accounts.
• Deposits payment checks as needed.
• Verifies the accuracy of customer contact and billing information prior to sending monthly invoice list to Finance Department.

7. Customer Relations and General Office Duties: Answer the O’odham Action News main phone line, coordinates mailings and correspondence, and answers general inquiries. 

• Answer telephones and respond to and resolve basic administrative inquiries and questions. Transfers calls as necessary to appropriate parties or take messages.
• Writes routine memos, letters and other reports.
• Handles requisitions for POs, BPOs and Check Requests, Travel Requests and Travel Claims.
• Handles P-Card expense reports for newspaper staff.
• Files as necessary and stores forms, letters, receipts or reports electronically.
• Maintains supplies inventory by checking stock and placing and expediting orders for suppl