Constituent Services Coordinator

POSITION: Constituent Services Coordinator

Under the direction of the State Senator, the Constituent Services Coordinator serves as a key member of the district office team, helping residents navigate state agencies, programs, and services. This position is responsible for responding to constituent inquiries, coordinating casework and outreach efforts, and fostering positive relationships with community members, government agencies, and stakeholders. The coordinator ensures timely, professional, and compassionate service while helping connect constituents with the resources and assistance they need.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES:

• Serve as a primary point of contact for constituents seeking assistance with state agencies, programs, and services.
• Maintain office staffing during regular office hours serving as the first point of contact for constituents by phone, email, and in-person
• Manage and track constituent casework from intake through resolution, ensuring timely follow-up and accurate recordkeeping. Utilize I-Constituent to maintain accurate records of constituent inquiries, casework, and follow-up communications
• Draft letters, email, acknowledgments, and other constituent communications 
• Assist with staffing community events such as town halls, resource fairs, mobile office hours. Take photos at events when in attendance with Senator or other staff to upload to Air Table along with social media 
• Monitor and respond to general office inquiries in a timely manner. Answer phones, check voicemail daily and direct messages/calls to appropriate staff.
• Check newspapers for “Saw you in the News,” events, and/or relevant articles featuring important issues or Senator Ventura.
• Represent the district office at community meetings, events, and stakeholder gatherings as assigned. Support outreach efforts by maintaining relationships with local stakeholders, organizations, schools, and municipalities.
• Maintain office procedures for opening and closing the office daily and weekly cleaning
• Forward/coordinate relevant scheduling requests to Legislative Assistant
• Participate in the ongoing development of quality and compassionate constituent care to include both reactive responsibilities (phone, zoom, mail, in person) as well as proactive responsibilities (going to the constituents as representative of district office)
• Share and train other staff on effective constituent care strategies
• Collect, organize and input intake information into internal databases Maintain digital records including community contacts. 
• Assist with community outreach efforts, including constituent events, town halls, resource fairs, and office-sponsored programs. Build a community calendar for both constituent and district office use  
• Participate in weekly staff meetings for the purpose of communication, planning and building a great office culture and reporting on weekly summary of tasks
• Manage Constituent Education Resource Card program (museum pass)
• Send weekly birthday emails
• Manage requests for certificates of recognition, resolutions, and other acknowledgements on behalf of the Senator
• Attend regular meetings and mobilize around major advocacy efforts
• Assist with other projects as assigned or needed
• Consciously help create a positive, friendly, supportive environment for all

OTHER OFFICE RESPONSIBILITIES:

• Follow all HR policies consistently
• Follow established office safety procedures consistently
• Business Casual Attire Require in Office
• Understand and follow confidentiality practices consistently
• Maintain clean office environment including light cleaning of the office per schedule
• Other office work (answering phones, scheduling events, summarizing conversations into I-Constituent (phone, email, in person), greeting guests, using zoom, organizing mail, filing, etc)

MINIMUM REQUIRED QUALIFICATIONS:

• Preferred Bachelor's degree in public administration, political science, communications, social work, public policy, or a related field preferred; equivalent professional experience may be substituted.
• Preferred Bilingual in English and Spanish
• Preferred two to three years’ experience community/grassroots engagement
• Knowledge of the Illinois General Assembly and functions of state government
• Experience in customer service, constituent services, case management, public service, government, nonprofit, or community engagement work.
• Excellent interpersonal skills. Strong written and verbal communication skills with the ability to interact effectively with diverse populations.
• Availability to attend occasional evening and weekend events throughout the district.
• Ability to work independently while contributing to a collaborative team environment.
• Ability to effectively engage people of diverse social, faith, economic and racial/ethnic backgrounds
• Knowledge of modern office practices and procedures as well as operation and use of computer hardware, software and network systems including (or willing to learn), MS Office Suite, Google Suites, Zoom, Air Table, I-Constituent, Gateway, Dropbox, and various online Apps
• Must have a valid Driver’s License, access to reliable transportation, and willingness to travel within 43rd District of Illinois

BENEFITS (after 90 days): 

• Flexible schedule
• Paid time off
• Health care
• Savings plan
• Retirement Pension

PAY RATE: $40,000