Event Center Administrative Assistant

Event Center Administrative Assistant

The role of the Event Center Administrative Assistant is to serve as the main liaison for Event Center rental applications, reporting, and client relations. The Event Administrative Assistant will also assist the Event Center Manager in coordinating site visits, payments, and scheduling. Additionally, the Event Center Administrative Assistant will coordinate, evaluate, and supervise all events, and to create a safe and welcoming environment to all who rent the facility. The Event Center Administrative Assistant will also conduct operational and administrative details and administrative support while performing a variety of clerical tasks. The Event Center Administrative Assistant will be flexible to work nights, weekends, and holidays for various events.

Essential Duties and Responsibilities:

• Coordinates meetings, conferences, and assists with appointments for the Event Center Manager.
• Clerical duties to include answering phones, filing, labeling, and reviewing policy and procedure for event center.
• Welcome and greet all guests entering the Event Center, determine nature/purpose of visit, and direct to specific destination.
• Assist with bookings, payments, and application process for the Event Center.
• Receives and responds to correspondence.
• Reconciles and processes invoices, requisitions, and purchase orders.
• Responds and receives all inquiries from the public and potential clients.
• Maintains and keep in order of the assignments, copy/work room/ supply cabinets, and replenishes supplies as needed, following established procedures, in conjunction with other Administrative Projects staff.
• Aids in the preparation of all materials for meetings and events.
• Manages event set-up, break-down, follow-ups, and scheduling.
• Collect rental fees and process according to Policy and Procedures.
• Any other duties as assigned by the Event Center Manager and his/her designee.

Additional Duties and Responsibilities:

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position, if the work is similar, related to or a logical assignment for the position.

Minimum Education, Certification, and Experience Requirements:

High School diploma and at least (3) three years of administrative/receptionist experience; or an equivalent combination of training and experience. Experience in typing and other administrative/clerical subject matters.

Equal Employment Opportunity Statement:

The City of Riviera Beach, Florida, is an Equal Opportunity Employer (EEO) and Affirmative Action 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 Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications).

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 he/she has 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 Riviera Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.