ARTICLE
FIELD REPRESENTATIVE/ CONSTITUENT SERVICES District office SUMMARY: Field Representative/ Constituent Services is the primary representative of the Congressman for their assigned county within the District. The position also works as an advocate for constituents in need of assistance with federal agencies. The position helps coordinate events, greet visitors, answer the telephone and answer constituent requests. The position helps with the delivery and pickup of materials, maintain the front office and assist with various administrative duties and special projects. ESSENTIAL JOB FUNCTIONS REQUIRED: • Create strong presence for the Congressman in each assigned county and city, developing ties to community leaders, businesses, and local and regional organizations and maintaining regular contact • Timely contact with local officials in the event of natural disaster or emergencies and provide prompt and detailed updates to the District Director • Represent the Congressman at meetings, presentations and other opportunities that he cannot personally attend • Represent the Congressman at business, community and government meetings and events. • Meet with constituents and others that the Congressman cannot, follow-up with or make a timely recommendation for to the District Director and Scheduler on meeting requests the Congressman receives. • Provide a follow up report to meetings as requested/required. • Maintain regular office hours according to established procedure. • Develop local awareness of the Congressman and his constituent services; • Identify local opportunities for the Congressman’s personal involvement; • Help managing and facilitate local appearances/visits by the Congressman; • Provide schedule details to the District Director, Scheduler and Driver. • Prepare event briefing papers for the Congressman. • Notify key leadership and elected officials when the Congressman will be visiting their area. • Staff the Congressman when he is in region. • Provide timely follow-up to requests related to the Congressman’s visit to the Region. • Target outreach/coalition-building opportunities for visits. • Act as the representative for the Member within his or her area of casework responsibility including answering casework correspondence, meeting with constituents, verbal communications with constituents, and serving as a liaison with federal, district and local agencies; • Continually screens active cases and acts as liaison with constituents to ensure that their cases are handled in a responsive manner; • Assesses casework for problems requiring legislative action and makes recommendations to the District Director • Informs the District Director of all happenings in his or her assigned issue areas by screening district media sources and interacting with constituents; • Screens and refers cases, when appropriate, to other district offices; • Logs in incoming and outgoing mail and incoming telephone calls relating to casework; • Maintains up-to-date files on all cases and categories of information of importance to the office; • Answers and screens telephone calls for the Member and other staff members and takes messages; • Greets and screens visitors; • Assists persons who have appointments with the Member or others staff Members and works closely with the District Director to ensure that the Members’ appointments are on time; • Responds to constituent requests for flags, tours and other information; • Maintains literature regarding the district and House offices for distribution to visitors; • Signs for deliveries and forwards all materials delivered to the office to appropriate staff members in a timely manner; • Maintains the office answering machine or voice mail; • Ensures that requests for assistance are directed to the appropriate staff member in a timely manner; • Documents visitor/caller opinions, including full name, address, and all relevant information; • Opens and distributes office mail to appropriate staff, • Performs general typing and administrative assignments; • Sends, receives and distributes materials via the facsimile machine; • Supervises Interns • Works a flexible schedule including long hours, nights and weekends (minimum 40 hours per week; • Meets attendance requirements as established by the office; • Maintains a good working relationship with the Member, staff and constituents; • Accepts performance based criticism and direction; • Works well under pressure and handles stress; and • Performs other duties as assigned. SKILLS AND KNOWLEDGE REQUIRED: • Current drivers license. • Ability to use and troubleshoot photocopier, facsimile machine, telephone and other office equipment; • Excellent organizational, writing and proofreading skills; • Ability to perform Essential Job Functions above; • Professional telephone manner; • Temperament to communicate with a variety of personalities in a tactful, pleasant and professional manner; • Ability to work cooperatively and courteously with others; • Knowledge of office policies, practices and procedures; • Knowledge of office computer applications; • Proficiency in word processing; • Knowledge and experience in community organizing • Representational and public speaking skills; • Knowledge of assigned region. ORGANIZATIONAL STRUCTURE: • Position reports to: District Director • Reporting to position: None