REGION OF WATERLOO JOB DESCRIPTION POSITION: COORDINATOR, JOB CODE: COMMUNICATIONS (CSD) DIVISION: COMMISSIONER S OFFICE (CSD) DEPARTMENT: COMMUNITY SERVICES UNION: CUPE LOCAL 1883 REPORTS TO: MANAGER, BUSINESS SERVICES (CSD) NEW: February 12, 2015 GENERAL PURPOSE: As the communications resource for the department, advises on best practices; develops and implements internal and external communications strategies; coordinates key messages and initiatives across the department; acts as website content manager; and trains all levels of departmental staff in same. MAJOR RESPONSIBILITIES: Develops and implements standardized communication approaches/strategies for the department, in consultation with the departmental leadership team (DLT) and corporate communications staff. Provides advice to staff on communications best practices and standards for print material, media releases, social media, and citizen engagement/education through targeted messaging. Works with senior management to develop key messages for the department, its divisions, and programs. Reviews messaging created by management prior to release, provides advice (including clear language assessments), and identifies and refers sensitive issues to the Commissioner as required. Participates in planning sessions to advise management and assist to develop communications plans for programs and projects (e.g., departmental events and initiatives, policy/procedure changes), ensuring communications strategies and key messages are included in same. Supports Manager to develop messaging regarding business service integration initiatives. Acts as content manager for the department s website, consulting with corporate communications staff. Develops and maintains information/components of the Regional and departmental websites. Reviews and approves web pages appearing on the Region s website for the department. Ensures design consistency, appropriate use of content, images, format, language, and functionality of links. Monitors to ensure materials meet standards and follows up to resolve. Recommends and implements social media communications under the direction and approval of DLT. Contacts corporate communications staff to connect the department with corporate communication opportunities (e.g., newsletters, community outreach). Participates on the department s communications committee, including drafting agendas, chairing meetings, and developing action plans. Leads the development and implementation of the department's annual communications plan, based on direction from the communications committee and requests from senior management. Coordinates communications aspects of the department s annual report.
Identifies opportunities to integrate communications across the department, and assists Manager to develop communications around same. Develops, implements, and conducts staff training sessions regarding communications, social media, and media best practices. Produces/arranges production, and distributes promotional materials, videos, and other media for the department, advising management on key messages, format, consistency, and efficiencies. - 2 - Represents the department on corporate committees/groups related to communications, including identifying opportunities to promote the department's key messages through the Service First Call Centre. Performs related duties as assigned. RESPONSIBILITY FOR MATERIAL/FINANCIAL RESOURCES: Manages a communications budget. Selects, purchases, distributes, and ensures the security of departmental promotional items. Authorizes purchase and cheque requisitions up to $1,000. NATURE & IMPACT OF ERROR: Producing/releasing information that could be misconstrued or misinterpreted could result in misrepresentation of the department, its programs, services, and interests; require senior management involvement to correct; result in inconvenience to the public and departmental staff; and negatively impact the public perception and credibility of the department. Providing flawed advice and training to others could result in missed opportunities, ineffectual campaigns/ materials, and lost credibility for the department. RESPONSIBILITY FOR SUPERVISION OF STAFF & OTHERS: Leads the department's communications committee. Trains staff at all levels of the department in communications techniques, approaches, messaging, and best practices. CONTACTS & HUMAN RELATIONS: Internal: Works closely, consults, and receives direction from Manager and DLT. Regularly collaborates with all levels of departmental management regarding the coordination, implementation, and evaluation of media, marketing, and communications. Has regular contact with Corporate Communications Committee and content managers to discuss communication issues and joint initiatives. Arranges graphic design/print jobs through Corporate Publishing. External: Represents and promotes the department, provides information, and encourages coverage of departmental issues and initiatives with the public, community groups, and the media. Arranges for printers, graphic designers, promotions companies, and advertising agencies.
- 3 - EFFORT (Mental, Physical): Works in accordance with Regional and departmental policies and procedures, Accessibility for Ontarians with Disabilities Act, corporate communications standards, and Canadian Press Standards. Plans and prioritizes work as per departmental goals, objectives, operational plans and DLT expectations. As communications expert for the department, researches and analyzes communication issues and makes recommendations to DLT to implement solutions. Work is evaluated by its impact on departmental staff, services and programs. Consults/refers to Manager, DLT, and Commissioner regarding issues that are potentially sensitive and political. Uses a computer and produces materials approximately 80% of the time, involving visual concentration, manual dexterity, accuracy, and prolonged sitting. Participates in meetings approximately 20% of the time. Occasionally moves or carries equipment and materials, and sets up displays weighing up to 15 kg. WORKING CONDITIONS: Works in a standard office. Travels to locations within and occasionally outside Waterloo Region to attend meetings. Work is subject to frequent interruptions from staff to provide advice, and inflexible deadlines for media submissions, promotional events, committee participation, and budget preparation. Work is subject to peak periods at year end for annual report preparation. Some contacts are resistant and emotional. KNOWLEDGE, SKILLS & ABILITIES: Knowledge of communications techniques, strategies, systems and processes; social marketing; public communications; public speaking, media relations; conceptual design; Canadian Press Standards; and clear language principles, acquired through a 3-year university degree/college diploma in a related field (e.g., Communications, Public Relations) plus 2 years of related experience. Knowledge of the department, its organizational structure, programs and services, and related legislation. Analytical, research, and organizational skills to coordinate projects; apply standards and policies to own and others work; and work independently or on a team to complete projects and manage competing demands. Communication and presentation skills to respond to inquiries and requests, sometimes involving politically sensitive issues; provide advice/training to staff regarding communications; influence others to adhere to corporate and departmental communications standards; and participate as an effective team member. Computer skills using software such as Microsoft Office; the Internet/Intranet; desktop publishing software; and social media (e.g., Twitter, Facebook). Ability to travel to locations within and occasionally outside Waterloo Region. Ability to support and project values compatible with the organization.
- 4 - Language Communication (Written & Verbal): Ability to read, interpret, and summarize media accounts, newsletters, journals, training manuals, reports, and legislation. Ability to compose and edit news releases, newspaper and magazine articles, letters, and brochures, using creative and interpretive writing skills; and develop and modify communications according to audience. Ability to prepare and conduct presentations and training sessions for staff; and explain policies, procedures, and initiatives to staff, media, and the public. Ability to develop buy-in, using persuasion, motivational, and language skill to influence behaviour change; educate internal and external stakeholders; and promote the department's initiatives, services, and programs to a diverse clientele.
- 5 - Position Incumbent:_ Name Signature Supervisor Director, Employee Services & Systems Commissioner Commissioner, Human Resources & Citizen Service _