Events Administrative Specialist-Temp PT

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.

• 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.

• 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.

• Deal with a variety of interpersonal styles and personalities in an appropriate and…