Cultural Services Event Planner & Coordinator Job at City of Alpharetta, GA in A

Overview

Under general direction of the Cultural Services Manager or Supervisor, performs a variety of office support and clerical duties for the Cultural Services Division related to events and performances with rentals and partner groups, planning events, and assisting department staff with routine administrative detail. Receives and directs telephone calls and visitors; provides information to other agencies, City staff, and the general public; processes communications; and maintains files and records.

Essential functions

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions herein is representative of tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. Specifications outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Assists the Cultural Services Division in planning and execution of special events and performances at multiple locations, exercising discretion and independent judgment.
• Maintains and updates calendar of events for website and community distribution; reviews master calendar and tracks usage.
• Manages rental and other program applications as assigned and establishes review processes; communicates with applicants regarding questions; conducts site tours to ensure appropriateness of event space; assists with event layouts; compiles rental estimates; provides planning support; attends events and provides set up and breakdown support.
• Processes rental deposit and balance payments to City Cashier.
• Communicates and refers applicants as needed for additional permits for City of Alpharetta Code Enforcement, Temporary Licensing, Catering, and assists in creating and producing effective advertising, marketing, and publicity for rentals, performances and events; may write copy for brochures, posters, newspaper supplements, flyers, ready artwork; assists with social media management; collaborates with other staff in ad generation for other programs and functions within the division.
• Assists with gallery installations and events as needed.
• Communicates and coordinates courteously and effectively with the public, other City employees, officials, vendors, corporate sponsors, volunteers, and other outside organizations.
• Performs general clerical tasks; receives, opens, and distributes incoming email; processes outgoing email; copies and distributes documentation; initiates/receives transmission of documents.
• Operates a variety of office equipment including copiers, scanner, calculator, and computer to enter, retrieve, review, or modify data.
• Performs data entry, verifies accuracy, and uses word processing, spreadsheet, database, or other software programs.
• Performs customer service functions; provides assistance and information to the public relating to departmental programs, events, or galleries; responds to routine questions and requests for service.
• Assists in overseeing classes and operations and ensuring instructors and students have a pleasurable experience.
• Enters registration into computer and processes payments (cash, check, or charges). Adheres to City and department policies on cash handling, purchasing, and registration. Uses Microsoft Office or other software programs, such as ActiveNet.
• Coordinates work activities with supervisors, employees, other departments, program participants, the public, outside organizations, and individuals as needed; reviews status of work and resolves problems.
• Performs courier and delivery/pick-up duties using a motor vehicle to distribute materials and supplies within the department and City locations.
• Performs related duties as required or assigned.

Knowledge, Skills & Abilities

Knowledge of:

• Planning, administration, organizational, scheduling, coordination, and promotional activities related to staging of special events, concerts, and related activities.
• Modern office procedures, methods, and equipment including proficiency with personal computers and Microsoft Office.
• Effective methods used in preparing and presenting facts and information to the public and the media.
• Principles of event planning and implementation.
• Principles of graphic design.
• Public information techniques and practices.
• Principles and procedures of recordkeeping and filing.
• Methods and techniques of proper phone etiquette.
• Basic principles of business letter writing and basic report preparation.
• Mathematical principles; English usage, spelling, grammar, and punctuation.
• Excellent written and oral communication skills.

Ability to:

• Deal with a variety of interpersonal styles and personalities in an appropriate and diplomatic manner.
• Work independently, exercising judgment and initiative.
• Demonstrate a willingness to learn new tasks.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of the work.

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.

Required

• Bachelor’s degree from an accredited college or university or minimum of 5 years professional experience in event planning, marketing and public relations, or a related field.
• Two years previous experience performing general administrative and program/event coordination work in similar types of programs or technical area to which assigned.
• Must be willing to work varied hours, including evenings, weekends and/or holidays assigned.
• Possession of a valid Georgia Class C driver’s license.

Pre-Employment Requirements

• Applicant must clear a criminal background check.
• Applicant must pass a mandatory drug test.
• Hired applicants must possess a valid certificate of course completion for First Aid training that includes CPR for Children and Infant, first aid, and AED (American Red Cross or American Heart Association). The City of Alpharetta will offer a CPR course during camp training.
• Hired applicants must provide official verification of identity and work authorization.

Physical Demands & Work Environment

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Includes sitting, neck movements, dexterity, lifting up to 25 lbs and transporting distances up to 50 feet, with various movements described.

Vision: See in the normal visual range; read computer screens and documents and operate equipment.

Hearing: Normal audio range.

The physical demands described are representative of those that must be met to perform the essential functions. Reasonable accommodations may be made for individuals with disabilities.

This job description does not constitute an employment agreement and is subject to modifications as needed.

The City of Alpharetta is an Equal Employment Opportunity (EEO) employer. All applicants receive consideration without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability, or other protected classification as defined by law. In compliance with the Drug-Free Workplace Act, the City is committed to a safe, productive work environment. Title I of the ADA ensures reasonable accommodations for qualified individuals with disabilities. Prospective and current employees are encouraged to discuss accommodations with the employer.