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Public Notice and Advertising Coordinator

The Rochester Business Journal and The Daily Record (Rochester) are seeking a Public Notice and Advertising Coordinator to join our dynamic team. This position requires excellent customer service, attention to detail, verbal and written communication skills, and the ability to multitask. In this role the candidate will serve as the point person to assist customers in placing public notice advertising in both the business and legal publications, paying close attention to deadlines, proofreading notices, confirming publication, processing cancellations and coordinating invoicing. The position also includes support services for the advertising and events team, including duties associated with promotions, sales reports, special projects, advertising contracts and event planning. On the accounting side, the candidate will be responsible for payment processing for advertising and public notice, approving billing reports, collecting on past due invoicing, process aging reports and work closely with the business manager and corporate contacts for all assignments related to accounting. Other duties for this position involve office management/production: answering direct mainline phone calls, monitoring office supplies, processing incoming mail, managing the press run for the Rochester Business Journal, and additional general tasks as assigned.

List of Duties for Public Notice & Advertising Coordinator


  • Send RBJ ad manifests weekly and for special publications
  • Coordinate orders for Community Events Calendar
  • Obtain publisher’s signature for all contracts
  • Send ad tear-sheets as requested on a one-time or regular basis
  • Support advertising team with promo updates, sales reports, and other special projects
  • Assist Events Coordinator with all events: packing gift bags, assembling name badges, calling PDQ for pick up, and preparing staffing assignments
  • Update and send out East Group events calendar as needed
  • Act as backup for the events & marketing coordinator

Public Notices

  • Print daily and weekly affidavits and mail with invoices
  • Make and take phone calls for prepayment of RBJ public notices
  • Explain public notice process to potential clients and direct to public notice email addresses
  • Help walk-in customers with name change form
  • Fill out vouchers for Monroe County Purchasing invoices

Office Management/Production

  • Direct calls from mainline phone
  • Order office, printer, and kitchen supplies as needed and maintain clean office environment
  • Display and file newspaper copies, distribute RBJ copies to staff
  • Manage press run for RBJ
  • Refill and maintain postage machine as needed
  • Send business manager end of month postage machine report
  • Open and process mail
  • Reserve conference room and order food for BridgeTower town hall meetings


  • Input checks and send to appropriate place
  • Run credit cards for advertising and public notice invoices
  • Run credit cards or take cash for newspaper purchases and name changes
  • Obtain money orders from post office
  • Approve weekly and monthly billing and print and mail invoices
  • Ensure special publication billing is approved and printed
  • Print weekly aging reports for account managers
  • Collect on public notice past due invoices
  • Send monthly statements to Daily Record clients on special list
  • Fill out and obtain signatures on adjustment forms for AR
  • Work with AR with any payment questions or concerns
  • Code and send invoices received via mail to Corporate AP
  • Send export invoices to corporate accountant
  • Send monthly petty cash form to business manager


Job requirements include:

  • General office management and data entry experience
  • Strong computer skills and proficiency in Microsoft platforms
  • Ability to be detail-oriented, organized and work independently
  • Attention to detail and excellent customer service
  • Minimum bachelor’s degree required
  • Minimum 3 years related industry/office experience

We offer competitive compensation and a comprehensive benefits program.

BridgeTower Media and all subsidiaries are Equal Opportunity Employers and value diversity in our workplace.

Please email your resume to Kevin Momot to be considered for this position.

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