Job DescriptionJob Description:\n\n JOB DESCRIPTION Senior Advisor to the City Clerk – Training and Development FLSA Status: Exempt Status: Full time Pay Grade: M-12 Supervision Given: None Supervision Received: Reports to the City Clerk DESCRIPTION A Senior Advisor provides high-level strategic advice, and expertise that drives organizational goals, solves complex problems, and refine operations. They act as a sounding board, lead specialized projects, and ensure strategic alignment with the Office of the City Clerk and City’s objectives. This role requires advanced government knowledge, strong communication, seasoned decision-making capabilities, being relationship-driven, politically astute and capable of managing complex, fast-moving workstreams. Responsible for identifying training needs, designing, delivering and evaluating training programs effectiveness. The ideal candidate is a strategic leader with extensive training and organizational development experience as well as a seasoned communications professional. ESSENTIAL FUNCTIONS The essential functions or 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 of the position: Strategy & Project Management: Support strategic planning processes and internal performance-management structures, managing a portfolio of special projects on behalf of the City Clerk, including the development of project plans, and coordination of projectsStrong project management skills with the ability to manage multiple tasks and meet deadlinesDevelop and maintain project timelines, workflows and deliverable trackingBalancing short- and long-term initiativesMonitor progress and adjust priorities as needed to ensure timely, high-quality outcomesTraining and Organizational Development: Design and implement effective training programs for the Elections and Cannabis Regulations DivisionsConduct assessments to identify organizational development needsFacilitate and lead workshops, training sessions, and team-building activitiesProvide coaching and support to trainers and facilitators to enhance their skills and effectivenessTrack and report on training metrics and KPIs to measure the impact and ROI of training programsOnline Training: Develop online training programs for Cannabis Pontiac initiativesVirtual and On-demand delivery: manage the administration and delivery of virtual events and the development of on-demand courses, including event planning, speaker coordination, logistics, and content assistance.Program Planning: develop a robust annual virtual training schedule by establishing consistent rotation for core offerings and identifying new topics, formats, and improvement opportunities.Learning design and engagements: create instructional design documents and engagement strategies that strengthen interactivity, enhance learning outcomes, and foster networking opportunities.Explore new technology integrations and collaboration tools to improve virtual and on-demand training, as well as other events as needed.Course materials: develop and manage key program materials including timed agendas, learning outcomes, speaker bios, presentation templates/slides, handouts and workbooks; draft web and participant-facing copy as neededInstructor & Participant Communication: oversee instructor communications and planning (speaker agreements, planning calls, tech run-throughs) and coordinate related administrative tasks, including participant support and logisticsExecution, Production & Post-Program Wrap-Up: lead all operational aspects of virtual events from start to finish, including moderating live virtual training, troubleshooting issues and editing recordingsOn-Demand Training: support the creation and maintenance of on-demand offerings and assisting with the development of new coursesMonitor feedback and usage trends and recommend improvementsTechnology, Systems & Data: create and maintain project management boards and workflows; build events with relevant platforms; develop online evaluations; organize and distribute course materials; perform database management tasks to support efficient, repeatable processesSupport transition to a new learning management system (LMS) by managing content setup, testing workflows, and assisting staff and instructors with adoptionReporting & Analysis: track and analyze program metrics (attendance, engagement, feedback) to evaluate success, identify improvements, and support accreditation and reporting needsIn-person Training: Develop in-person training for election workersBuild annual training program and prepare teaching plansDevelop or oversee the production of classroom handouts, instructional materials, aids and manualsIdentify training needs by evaluating strengths and weaknessesDevelop evaluations for training sessionsData Analysis: Conduct research and in-depth analysis to support evidence-based decision-making Communication Strategy: Assist in the development and implementation of communication strategies to support organizational goalsCollaborate with the City’s Communications Department to ensure cohesive and effective communication effortsSupport rapid response messaging during primary and general electionsWrite, edit, and produce various materials; press releases, website copy, social media posts, newsletters, speeches and reportsMonitor analytics and engagement to refine content performance and improve reachMaintain awareness of organizational developments, community dynamics and external factors that may require proactive or responsive communications – advising the City Clerk on when a communication strategy is warranted and ensuring the right parties are engaged early enough to respond effectivelySupport crisis communications and urgent response messaging to protect the Office of the City Clerk reputationCoordinate content needs with videographers, photographers, and designersDigital Media: Manage social media channels, create engaging content, and analyzed performance Keep abreast of the latest trends in communication to implement innovative solutions that can improve the effectiveness of the Office of the City ClerkImplement new digital communication tools and platforms to improve engagement and reach Engage with the audience on social media platforms and respond to comments and inquiriesAnalyze social media to measure the effectiveness of campaignsEnsure all content is accurate, engaging, and aligned with the Office of the City Clerk’s brand voice and messagingBuild and deploy digital communications, including email campaigns and web updatesRelationship Management: Serve as a key liaison and engage with internal and external stakeholders on behalf of the Office of the City ClerkAdvance the City Clerk’s initiatives through relationships, trust-building, and influence rather than formal authorityEvent Management: Plan and support events, including product launches, conferences, and public appearancesMentorship & Guidance: Provide coaching to staff and fostering professional developmentOther Responsibilities Providing day-to-day support to the Office of the City ClerkPerforming other duties as assigned A Sample of Work ProjectsTraining & Organizational DevelopmentYou will develop robust training programs for the Office of the City Clerk in the following areas:election workersCity of Pontiac’s Social Equity Program- Cannabis Pontiac Business and Workforce Development Focus Area.CommunicationsYou will improve the City Clerk’s efforts to communicate with Pontiac voters through the Clerk’s social media accounts.Professional ServiceYou will assist the Clerk in fulfilling his various roles in professional associations, including planning convenings, conferences and meetings. The City Clerk is active in a number of professional associations including the International Institute of Municipal Clerks, Michigan Association of Municipal Clerks, National Council on Municipal Cannabis and Cannabis Regulators of Color Coalition. MINIMUM QUALIFICATIONS A bachelor's degree or higher in Business Administration, Public Administration, Management, Law, Urban Affairs, Political Science, Public Policy, Communications, Education, Training or related field from an accredited college or universityMinimum of 10 years of relevant experience is requiredDemonstrated ability in developing and implementing training programsAt least five (5) years of experience in policy development, government operations, project management, or strategic planningExperience working with or within government, elected officialsDemonstrated understanding of the political and public policy processesHigh level of judgment, discretion and political awarenessDemonstrated ability to establish, develop, and maintain positive working relationshipsStrong planning and project management skillsDemonstrated ability to shape opinions and win acceptance for proposed changes and new initiatives of key political, community and internal stakeholdersAbility to think strategically and creativelyDemonstrated ability to work collaboratively with colleagues and staff to create results driven and team-oriented work environmentDemonstrated ability to manage complex projects across multiple departments including monitoring project budgets and timelinesExcellent strategic planning and analysis skillsExceptional written and verbal communication skills, including memo writing and briefing preparationDemonstrated ability to produce high-quality content in fast-paced, real-time environmentsProven self-management and team-management skillsProficiency in MS Office and in database softwareExcellent facilitation and presentation skillsSelf-motivated with a willingness to take initiative and solve complex problemsTechnologically savvy and experienced with web-related technologies (specifically zoom) Preferred QualificationsMaster’s Degree in public administration, business administration or a closely related fieldProven experience in conducting assessments and surveys to identify organizational needsProficiency in coaching and consulting leaders and teamsExperience with web analytics tools and turning numbers into insightsExperience generating content, proofing and implementation of large email campaignsA track record for driving more engagement with contentExperience managing official public-sector or executive social media accountsExperience with virtual event platforms, online collaboration tools and technologies (survey tools, data entry/database management, and project management tools) and learning management systems (LMS) preferred Knowledge, Ability and Skill KnowledgeKnowledge of current trends and best practices in organizational developmentKnowledge of web analytics tolls to accurately assess campaign effectiveness and turning numbers into valuable insightsExtensive knowledge of instructional design theory and learning principles AbilityAbility to understand, speak, and write in the English language.Ability to read and interpret documents and write routine reports and correspondence. Ability to speak effectively before a group of people. Ability to exercise professional judgment and maintain confidentiality when necessary.Ability to maintain composure during stressful situations.Ability to efficiently handle multiple tasks requiring a high degree of attention to detail.Ability to establish and maintain effective working relationships and use good judgement, initiative and resourcefulness with the public, elected officials and other employees.Ability to produce grammatically correct and factual written reports, records and correspondence and to quickly and accurately translate spoken discussion into clear, concise meeting minutes. Skills Strategic Thinking: As a senior advisor, you’re expected to be able to think strategically. This includes the ability to analyze current strategies, identify potential improvements and devise tactics capable of bringing about positive changes.Leadership Skills: This role requires robust leadership skills. As a senior advisor, you’re expected to lead teams, effectively handle conflicts and inspire confidence. The ability to influence others and guide them towards achieving their goals is crucial.Communication Skills: As a senior advisor, you need to articulate complex ideas and strategies clearly and convincingly. Excellent written and verbal communication skills are essential in providing advice, resolving conflicts and mentoring staff members.Problem-solving Skills: This entails identifying challenges, diagnosing their causes, developing possible solutions and implementing the most effective ones.Excellent training, facilitation and presentation skillsCandidate demonstrates a deep understanding of change management principles, along with strong analytical abilities to interpret behavioral data and metricsCombined exceptional communication and interpersonal skillsComputer skills that encompass effective use of word processing, spreadsheet, email, and Internet browser software. Job EnvironmentThe environment in City Hall is one of a typical business office environment, with electro-mechanical computer- and telecommunications-related equipment; exposure to noise from shredders, printers, copiers, telephones, and other computer-related equipment. Operates PC-based computer system and other office equipment.It has regular daily contact with personnel and offices throughout the City Hall in answering questions and solving problems.Has access to public information files in the computer systems.The noise level is usually low. Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Minimal physical effort required to perform work under typical office conditions. While performing the duties of this job, the employee is regularly required to sit and stand; must regularly lift and or move items up to ten pounds, frequently lift items up to 25 pounds, and occasionally lift or move items up to 50 pounds; be able to clearly hear constituents when speaking in person or on the telephone. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
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