Programs and Events Specialist
Job Title: Programs & Events Specialist
Department: Mayor’s Office
Reports To: Chief of Staff
Open Date: July 7, 2021
Close Date: Open Until Filled
Hiring Salary: $2,721.28 - $3,475.09 per month, DOE
Salary Range: $2,721.28 - $4,079.21 per month, DOE
Job Summary: This position serves at the pleasure of the Mayor. The position is primarily responsible for coordinating activities related to Mayor’s Office programs focused on the youth, seniors, and other groups. The position is also responsible for the marketing, planning and executing various events and activities. The position is also responsible for providing administrative functions for the Mayor’s Office, as well as routine clerical work. Assists one or more individuals with various departmental functions, events, programs or projects. Processes purchase orders, maintains department file systems, performs research, writes correspondence, public relations and other duties, as assigned. This class of employee is afforded discretion and works under general supervision of the Chief of Staff.
Essential Duties & Responsibilities: Be the coordinator, advisor, and leader for the Mayor’s Youth Advisory Council and its members; Be the coordinator, advisor, and leader for the Mayor’s Senior Advisory Board and its members; Plan and implement marketing and advertising campaigns for Mayor’s Office events and programs; Organize Town Hall Meetings, Coffee with the Mayor, and other community forums; Serves as backup role for front desk coverage of Mayor’s Office as directed; Processes ingoing and outgoing office mail; Maintains, sorts, organizes, and files department records and information; Draft letters, correspondence, and memos requiring independent judgment as to content; Inventories, orders, and receives office supplies; Promotes and coordinate arrangements for meetings, activities and events; Plan and implement marketing and advertising campaigns for city events and programs; 2 Manages print jobs and monthly reporting of shared copy machine; Researches issues as directed; Updates information on the community calendar; Handles sensitive and delicate public relations situations with a high degree of confidentiality and in a courteous, professional, and timely manner; Utilizes Microsoft Office programs including Word, Excel, PowerPoint, and various other software; Prioritizes and organizes own work, to meet deadlines; Works independently and under the direction of immediate supervisor; Performs other duties as assigned or needed.
Job Specifications: College education with an Associate’s degree, Bachelor’s degree is preferred; Minimum of 2 years of experience providing administrative support, research methods and techniques, office practices and procedures, practices of record keeping and office software including word processing, database, and spreadsheets.
Knowledge, Skills & Abilities: Assembles and organize information for meetings, data for the budget, reports and presentations; Develops and maintains databases and spreadsheets; Produces written documents in the English language with clearly organized thoughts using proper sentence construction, spelling, punctuation, and grammar; Proof reads office correspondence as needed; Works cooperatively with others; Ability to plan meetings and events and coordinate travel; Ability to understand the organization and operation of the City and of outside agencies; Ability to work cooperatively with other departments, City officials, and outside agencies; Ability to compose and effectively proof-read correspondence and other documents; Knowledge of video camera and photography equipment; Must be able to work in a flexible and team environment; 3 Must have strong customer service skills, be able to manage multiple tasks and projects, plus have a strong attention to detail; Ability to perform a variety of clerical and administrative work requiring exercise of independent judgment and excellent organizational skills; Must have strong professional writing skills for writing reports, minutes, presentations and other communications; Ability to communicate, meet and deal with the public and co-workers with respect in a pleasant, professional, and courteous manner; Ability to use Microsoft Office suite, and learn new computer programs and use of communication systems; Ability to establish effective working relationships; Ability to deal effectively and calmly with the public; Ability to work with several interruptions; Ability to Communicate orally in the English language with customers, clients, and the public in a face-toface, one-on-one setting or by telephone; Integrity, in the performance of assigned tasks.
Licensing: Must hold a valid driver’s license and a safe driving record.
Work Environment and Physical Demands: Work is usually performed in an office environment with moderate noise level; Constantly requires sitting at a desk or computer terminal for long periods of time and ability to lift up to 15 lbs.; Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members; Constantly requires clear vision to read printed materials and computer screen to accomplish work; Constantly requires repetitive movement of the wrists, hands, and/or fingers; Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks; Occasionally may require assisting with and attending Department sponsored special events or activities, sometimes after hours.
For Travel Requirements: Local travel is occasionally required.