Events Administrative Specialist

Job Summary & General Information

Under general direction of the Special Events Supervisor, performs a variety of office support and clerical duties and activities of a general and specialized nature for the Special Events Division related to events with partner groups and within the Division, relieves department staff of routine administrative detail, receives and directs telephone calls and visitors; provides a variety of information to other agencies, City staff, and the general public; receives, routes, and distributes incoming and outgoing mail; and maintains a variety of files and records.

Essential Job Functions and Responsibilities

Assists the Special Events 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.

Provides administrative support in collecting data, preparing documentation, and maintaining information/records relating to vendors, partners, events, participants, and other departmental activities.

Assists in the creation, editing, and production of effective advertising, marketing, and publicity for events; writes copy for brochures, posters, newspaper supplements, flyers, ready artwork, assists with social media management, work alongside other staff members in ad generation for other events and functions within the division.

Performs general clerical duties such as answering phones, relaying messages, scanning, photocopying, ordering office supplies, maintaining departmental records, databases, files and/or other software programs.

Assists internal and external customers by answering questions about department events, programs, and services, and ensuring public information, including the City website, is maintained with accurate information.

Communicates with supervisor, employees, other departments, partnered event organizers, the public, outside organizations, and other individuals as needed to coordinate work activities, reviews status of work, exchanges information, and resolves problems.

Performs a variety of courier and departmental duties utilizing a motor vehicle as necessary to ensure the proper distribution of materials and supplies, etc. to various areas within the department as well as outlying locations within the City.

Processes accounts receivable documentation, including Procurement Card documentation for Special Events division; reviews statement for accuracy of charges; monitors compliance with bank policies and procedures.

Collects, processes and tracks invoices and payments to vendors, paying attention to detail of correct codes, attaching receipts, and submitting in a timely manner.

Ensures vendor and organizer adherence to Special Events policies by monitoring site prep, load in, activation, and load out activities. Tasks include, but are not limited to, checking for proper road closure notifications, maintenance of grounds, securing access to city resources (i.e. restrooms, waste containers, electricity, etc.), confirming Public Safety presence, and other requirements, as specified.

Works department special events, rentals, front desk, and other duties as needed.

Organizes special events equipment in on- and off-site storage facilities and maintains checklist of inventory.

May attend monthly evening Recreation Commission meetings as assigned to take and maintain minutes or notes.

Performs related duties as required or assigned.

Knowledge, Skills & Abilities Required

Knowledge of planning, administration, organizational, scheduling, coordination, and promotional activities related to the 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 and procedures of recordkeeping and filing.

Methods and techniques of proper phone etiquette.

Excellent written and oral speaking skills

Ability to:

Deal with a variety of interpersonal styles and personalities in an appropriate and diplomatic manner.

Work independently and in a team environment, 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.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Organize own work, set priorities, and meet critical deadlines.

Exercise good judgment in maintaining information, records, and reports.

Minimum Qualifications

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 with major course work in recreation administration, leisure services, event planning, marketing, or a related field is preferred.
• 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 varying hours, including afternoons, evenings, weekends and/or holidays assigned.
• Possession of a valid Georgia Class C driver's license.

Physical Demands & Work Environment

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 25 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

Supplemental Information

This job description does not constitute an employment agreement between the City of Alpharetta and employee and is subject to modifications as the needs and requirements of the position change. The City of Alpharetta is an Equal Employment Opportunity (EEO) employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability, or any other protected classification as defined by applicable law (except as limited by Employee Manual & Benefits Handbook or bona fide occupational qualifications). In compliance with the Drug-Free Workplace Act of 1988, the City of Alpharetta is committed to providing a safe, quality-oriented, and productive work environment consistent with the standards of the community in which it serves. Alcohol and drug abuse poses a threat to the health and safety of City's employees and to the security of the City's equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and abuse in the workplace. Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Alpharetta will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.