Communications Coordinator – Town of Hinton

Town of Hinton

Communications Coordinator

 
Position Summary
Reporting to the Director of Corporate Services, this position is primarily responsible for developing and writing content for the Town’s communications channels. The position responsibilities include development of communication plans, content, and production; public and media relations; coordination of website content and design; support for marketing and economic development initiatives, as well as engagement activities. This position works closely with municipal staff, Committees, regional authorities, media representatives, and residents of the Town.

WORK RESPONSIBILITIES
Communications

• Create and facilitate communication planning
• Provide departmental communications by developing and managing internal and external communications plans, materials, and messaging
• Create and provide communications training sessions on topics such as media relations, public engagement, communications methods, messaging, and templates
• Monitor and review website  content, facilitate  content updates, manage statistics, increase web performance, and make use of electronic tools to keep the site current and engaging
• Facilitates communications training sessions on topics such as media relations, public engagement, Council’s Strategic Plan, Corporate Vision Action Plan, and Community Sustainability Plan
• Provide website training and assist employees with website tasks as needed
• Process video/live streams from Council Meetings and post to the Town’s Youtube channel and prepare public Council Briefs
• Promote and facilitate use of the Intranet on the Town website, assisting in the development of Department updates, process or procedure reminders, and internal news items
• Maintain a database of templates, forms, and other graphic material to be used by all Departments
• Develop corporate communication products and utilize tools and events to engage the public
• Create, design, review, and edit divisional press releases, columns, e-newsletters, promotional materials, advertising, website content, surveys, and other communications to ensure consistent, accurate and effective communications with the public that meet organizational standards
• Establish and maintain positive relations with local and regional media, improve public relations and reputation management
• Coordinate local newspaper and radio advertising contracts and renewals
• Manage and organize the Town’s photo inventory
• Manage promotional item inventory
• Provide administrative support to the Director of Corporate Services on communication, tourism marketing and economic development activities, as well as website or social media, and other areas as needed
• Provide coordination, implementation, and facilitation of external marketing initiatives and special events designed to heighten the profile of the Town (public engagement events, award applications, and grant applications)

  Grant Writing

• Proactively identify and provide ongoing research of available funding opportunities at the federal, provincial, and municipal levels, as well as through other organizations
• Work with all Departments to:
  • Understand current and future capital and operational needs;
  • Create, design, and implement grant tracking and management system
  • Provide organization wide training with staff on grant tracking, watching, and reporting
  • Gain adequate information for funding proposals and follow-up reporting requirements; and
  • Manage and facilitate inter-departmental coordination when processing grant funding.
• Participate in the annual budget preparation process, as requested, to identify appropriate grant funding sources for proposed projects, ensuring that all conditions, reports, and financial reporting of all successful grant applications are completed on a timely basis
• Be familiar with existing and future budgets, projects, and capital plans of the Town to assist with matching and communicating potential usage of grant funds
• With the information provided by other Departments:
  • Draft grant applications to ensure optimal coordination of projects with specific grant guidelines and initiatives; and
  • Prepare and submit, in a timely manner, all reporting requirements for each grant received to ensure compliance with all applicable rules and regulations such as, but not limited to, financial reporting and statements including revenue and expense statements; GST returns and statements; monthly reports; advertising or promotional requirements; and sundry statistical reports as may be required internally and externally.
• Establish and maintain a resource database on available funding sources, both existing and emerging
• Creates and implements grant tracking, watching, and reporting progress to provide status updates and log the progress of all grant applications to ensure the necessary follow-up of grant applications
• Advise and provide feedback related to Grant Program evaluation and auditing
• Under the direction of the Director of Corporate Services, develop, maintain, and follow Policy, Directives, and procedures for the financial administration of grants
• Manage, track, and improve the Town’s Community Grant and Civic Partnership Programs in accordance with established Policies and procedures

Administrative

• Review and prepare reports, Policies, Bylaws, and major documents to council to ensure clarity, completeness, and consistency in style and language
• Manages the report review process and supporting documents including receiving, recording, and preparing correspondence and reports
• Organize, create, and maintain records files
• Create and maintain databases
• May be assigned a role within the Emergency Coordination Centre (ECC) for Disaster Services

QUALIFICATIONS

• Post Secondary Diploma or Degree in Communications, Public Relations, Journalism, or a related discipline
• Minimum 3 years of work experience in a communications environment, preferably in a municipal work setting
• Experience working in developing news releases, advertisements, information/fact sheets, and reports
• Knowledge of current Council and Administrative priorities and plans
• Proficient with Microsoft Office Suite, graphic design, and web-based applications
• Knowledge of the Content Management System (CMS), updating webpages, and creating engagement on social media
• A Class 5 Driver’s License with a satisfactory Driver’s Abstract

SKILLS & ABILITIES

• Possess superior writing skills to communicate effectively to diverse audiences using a variety of communication methods
• Demonstrate a high degree of person initiative, creativity, reliability, and professionalism while working independently
• Ability to work effectively in a team environment with a dedication to providing excellent internal and external customer service
• Create content in a proactive, timely, and accurate fashion
• Flexibility to balance priorities and multiple projects
• Possess a positive attitude and an openness to take on new projects or responsibilities as required
• Demonstrated project management skills with the ability to manage multiple projects under pressing deadlines
• Maintain a high level of confidentiality in all interactions

WORKING CONDITIONS
Details pertaining to the physical demands of the position can be found in the Physical Demands Analysis with Health & Safety.

Hours
Able to work flexible shifts including mornings, afternoons, evenings and weekends as required for Council meetings, after hour meetings, promotional events, and other Town activities.

Physical Effort
Office-based work performed typically includes administrative duties and varying levels of physical effort, including moderate lifting (up to 10 kgs), sitting, walking, standing, pushing, pulling, reaching, driving, carrying. Repeated motion of office tasks.

Travel
Some travel to field sites within and outside the Town under various road and weather conditions. Must maintain alertness and respond appropriately using defensive driving skills in various conditions (traffic, weather, distractions).

Work Environment
Moderate exposure to an office, shop/yard environments, and the field. Includes storage areas and other support infrastructure. Limited to Moderate exposure to the public.
Potential exposure to hazards such as cleaning supplies and fluids. Potential exposure to client volatility dealing with the public. Remote work feasible in accordance with Town remote work directives, policies, and procedures.

HEALTH & SAFETY
Ensure the Town of Hinton health and safety policies, procedures, directives, and safe work practices are followed in accordance with the Occupational Health and Safety Act and Regulations.

This is a Full-Time Unionized position working 35 hours per week. Hourly wage range for 2024: $38.21- $41.57. The Town of Hinton offers a Competitive Benefit Package. More information can be found on our Town of Hinton website https://www.hinton.ca/Jobs.aspx

SUBMIT COVER LETTER AND RESUME STATING COMPETITION NUMBER TO: Lacey Raynard HR Advisor Email: recruitment@hinton.ca Town of Hinton 2nd Floor, 131 Civic Centre Road Hinton, AB T7V 2E5 We are an equal opportunity employer and encourage applications from all qualified individuals. We are committed to providing a diverse and inclusive work environment where every employee feels valued and respected. Special accommodations will be considered upon request. The Town of Hinton thanks all applicants; however, only those selected for an interview will be contacted.