Cultural Services Coordinator

Ponce Inlet Historical Museum Administrative Support

The position provides administrative and operational support for both the Ponce Inlet Historical Museum and town programs and events for the general public. Reports to the Cultural Services Manager.

The position assists the Cultural Services Manager with the planning, organization, administration, and implementation of Town-sponsored programs, activities, and special events while also overseeing the daily operations of the Ponce Inlet Historical Museum. The primary objective of the position is to provide a high standard of service and an enjoyable educational experience in all such programs for the general public. The secondary objective is to provide operational and administrative support for the various functions and services of the Cultural Services Department, including park projects, special events, museum operations, and social media.

Employee works with a high degree of creativity and initiative under the direction of the Cultural Services Manager.

Essential functions are fundamental job duties. They do not include marginal tasks, which are also performed but are incidental to the primary functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The essential functions identified for this job are:

• Assists the Cultural Services Manager with the planning and implementation of various Town-sponsored events and programs.
• Prepares marketing materials, evaluations, and attendance reports regarding museum programming and Town-sponsored events; recommends new ideas based on reports, trends, or program evaluations.
• Provides administrative assistance to the Cultural Services Manager in coordinating permitted special events within town; checks special event application submittals for completeness per department policies and regulations; enters information into permitting software system; prepares files and permits for issuance.
• Oversees the daily operations of the Ponce Inlet Historical Museum, including visitor services, historical interpretation, guided tours, attendance tracking, and the maintenance of safe, secure, and well-maintained museum facilities, exhibits, and grounds in coordination with the Public Works Department and established department policies.
• Helps to recruit, train, and schedule volunteers to support special events, programs, museum coverage, and park projects; reports any injuries or incidents with volunteers promptly to the Cultural Services Manager.
• Handles inventory, transactions, and records regarding the sale of limited gift shop items in the museum; recommends new items based on sale records.
• Provides recommendations to the Cultural Services Manager for any upkeep, upgrades, construction, and/or renovation of museum facilities or town parks.
• Under direction, provides input into the preparation of the department's annual budget; works with vendors to obtain quotes on department projects and submits purchasing requisitions for the department in accordance with the Town's purchasing policy.
• Under direction, provides operational support to the Cultural Services Manager for various park-related tasks and projects as assigned.
• Under direction, prepares content on a regular basis for the Town's social media platforms relevant to museum education and Town event programming.
• Serves as the back-up to the Cultural Services Manager when necessary.
• Assists the Cultural Services Manager with various special projects and events and provides other administrative assistance as assigned.
• As directed by the Cultural Services Manager, Public Safety Director, or the Town Manager, provides assistance before or after times of disasters or hurricanes.

Minimum Qualifications:

• High School diploma or equivalent required; associate or bachelor's degree in recreation, public administration, museum studies, communications, or a related field is preferred.
• Minimum one (1) year of clerical/customer service work, preferably within event coordination, recreation programming, museum operations, or educational environment; or an equivalent combination of education, training, and experience to perform the essential functions of the job.

Critical skills/expertise identified for this job includes:

• Ability to develop and organize engaging activities and programs.
• Ability to coordinate a variety of administrative activities, to ensure that schedules and deadlines are met, and work responsibilities achieved.
• Ability to study and retain historical information and communicate this information to groups and individuals of various ages in engaging way.
• Ability to utilize Internet software to create and edit social media posts, conduct research, and obtain and verify information.
• Ability to learn and utilize permitting software system to prepare files and permits for issuance.
• Knowledge of office computer systems and equipment, including telephones, and the ability to apply this knowledge…