INTERN TO DIRECTOR OF COMMUNICATIONS
PURPOSE AND DISTINGUISING CHARACTERISTICS
The intern we are seeking will have excellent business writing skills. They must “love words.”
The intern will be producing press releases, news stories for placement, corporate “thank you’s” and congratulatory letters. They will also do preliminary drafts of talking points for speeches which will be given by office directors, the executive director and occasionally the Governor.
They must take direction very well, like stressful situations, generally caused by short notice requests. They must always strive to produce the highest quality work. They will have many “as assigned” tasks.
An intern with some “social media” skills, ie. Twitter, Facebook etc. would be appreciated, and they will work with our communications specialist on web content as well as following up events about which they previously wrote with tweets and postings. They will have to also complete normal secretarial tasks etc.
The incumbent in this appointed job will report to and assist the Communications Director in a close and confidential staff capacity. The incumbent provides administrative support; assists the Communication Director as a liaison between the Governor's Office and media. Incumbent conducts research, writes or drafts correspondence, reports, documents and/or other written materials. The incumbent ensures that GOED leadership, and Governor is prepared and informed of the type of group or gathering that he/she will be speaking to. Incumbent insures that the Governor is prepared to answer any question that may be presented during an interview. The incumbent in the position communicates with media, fields media calls, responds to questions (as directed), and provides information. Incumbent creates and distributes news releases, advisories, media statements. The incumbent's duties are not intended to include tasks which are part of the general agency workload; rather, duties are to be directed to work which is exclusively in support of the Director of Communications.
EXAMPLES OF TASKS
This list contains tasks that are typically associated with the job. It is not all-inclusive and may vary.
- Writes or drafts correspondence, reports, documents and/or other written materials.
- Prepare and/or process documents; review for accuracy and completeness; update information and/or evaluate against policy; compare elements for consistency or logical relationships, etc.
- Receives calls and/or greets visitors, takes and relays messages, responds to requests for information; provides information or directs caller/visitor to appropriate individual.
- Performs research activities by utilizing computer software to obtain and manipulate data.
- Gathers data, prepares reports or summarizes information.
- Maintains and/or creates files or record keeping systems. Sorts, labels, files and retrieves documents, or other materials.
- Sorts and distributes incoming and outgoing U.S. and interoffice mail.
- Copies and collates documents, sends faxes and performs similar office tasks.
- Other tasks as assigned.
KNOWLEDGE OF THE FOLLOWING THEORY, PRINCIPLES, PRACTICES AND/OR CONTENT:
- Administrative and clerical procedures and systems such as word processing systems, filing and records management systems, transcription systems, forms design principles, and other office procedures and terminology
- Principles, practices and procedures of an office environment
- Grammar, spelling and punctuation. Should be familiar with AP style or other recognized style guide.
- Agency objectives, organization, structure and mission
- Agency and/or organizational program(s)
- Research methods, techniques, and/or sources of information
- Agency programs and business practices
- Principles, theories, and practices of public relations
SKILLS / ABILITY TO:
- Operate office equipment
- Maintain confidentiality
- Establish, organize and/or maintain files
- Deal with people in a manner which shows sensitivity, tact, and professionalism
- speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
- Organize information in a clear and concise manner
- Communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing
- Find, gather and collect information or data
- Use automated software applications
- Enter, transcribe, record, store, or maintain information in either written or electronic form.
- Communicate fluently in English
- Prepare packages or other materials for mailing or shipment
- Read, interpret and apply laws, rules, regulations, policies and/or procedures
- Interact with news and other public media, including social media
OTHER REQUIREMENTS
HOURS
- The position can be up to full-time during the summer and part-time and may be flexible during the school year, to accommodate school schedules.
REQUIRED EDUCATION
- Working toward or holding a BA/BS Degree in a related field of study.
OTHER REQUIREMENTS AND CHARACTERISTICS (Not position specific)
- Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
- Typically, the employee may sit comfortably to perform the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work.
All interns are expected to maintain a high-quality work ethic as they would with any other employer.
