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

About the Department

Under general direction of the Cultural Services Manager or Supervisor, performs a variety of office support and clerical duties and activities of a general and specialized nature for the Cultural Services Division related to events and performances with rentals and partner groups, planning events, 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 communications; and maintains a variety of files and records.

Position Duties

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, as outlined herein, is intended to be representative of the 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. In addition, specifications are intended to 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 any 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 the creation and production of 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, work alongside other staff members 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 functions by keying data into computer system; verifies accuracy of entered data and makes corrections; utilizes 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, requests for service.        
• Assists as needed in overseeing all classes and operations and ensuring instructors and students have pleasurable experience. 
• Enters registration into computer and receives and receipts payment of cash, check or charges.  Adheres to City and department policies and procedures related to cash handling, purchasing procedures, and registration. Utilizes Microsoft Office or other software programs, such as ActiveNet and others.
• Communicates with supervisors, employees, other departments, program participants, the public, outside organizations, and other individuals as needed to coordinate work activities, reviews status of work, exchanges information, or resolve problems.
• Performs a variety of courier and delivery/pick-up 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.
• Performs related duties as required or assigned.

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 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 speaking 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.

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 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 Cardiopulmonary Resuscitation (CPR) for Children and Infant, first aid, and AED. This training must be from the American Red Cross or American Heart Association. The City of Alpharetta will offer a CPR course during the week of camp training for all those who need this certification. 
• Hired applicants must provide official verification as to identity and work authorization.

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.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Qualifications

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.