Administrative Coordinator for Special Events

2 weeks ago

Gulfport, Mississippi, United States City of Gulfport Full time

Special Events Administrative Coordinator

Department: Leisure Services

EEO Class: Professional

FLSA Status: Non-Exempt

Hourly Pay: $19.18/hour

Position Overview

The Special Events Administrative Coordinator is integral to the planning, organization, and management of administrative and support activities for the Special Events Team within the City of Gulfport. Reporting directly to the Special Events Coordinator, this role is tasked with the preparation of detailed reports and the interpretation of departmental guidelines. Collaboration with the Special Events Coordinator and the Harbor Lights Operational Coordinator is essential, along with a requirement for cash handling proficiency. The working hours are variable during the Harbor Lights Winter Festival, which may include evenings, weekends, and weekdays. Additionally, this position may involve participation in other events throughout the year, necessitating flexibility in scheduling.

Key Responsibilities

Key duties and responsibilities, as outlined by the American with Disabilities Act, may include the following. Other related tasks may be assigned.

  • Coordinates and maintains records for budget development and personnel management.
  • Oversees daily administrative functions for the Special Events Division.
  • Processes purchase orders, invoices, and budget modifications utilizing Munis, including those related to the Harbor Lights Winter Festival.
  • Manages timekeeping for the Special Events Team.
  • Collaborates with vendors, non-profit organizations, community leaders, and volunteers.
  • Maintains current knowledge of the organization's activities and developments.
  • Handles administrative correspondence and prepares routine records and reports.
  • Compiles specialized reports and attends city events as required.
  • Prepares documents using various software applications.
  • Operates office equipment and maintains both electronic and paper filing systems.
  • Works with the City's Finance Department to facilitate financial transactions for events.
  • Assists in managing applications for private events and issuing necessary contracts and agreements.
  • Coordinates requests for military support from city agencies and military installations.
  • Performs other related duties as assigned.

Knowledge, Skills, and Abilities

Candidates must possess the necessary knowledge, skills, abilities, and experience and be able to demonstrate, with or without reasonable accommodations, that they can perform the essential functions of the job.

  • Proficient in contemporary office methods and procedures.
  • Strong customer service abilities, including needs assessment and service evaluation.
  • Excellent command of the English language, including grammar and composition.
  • Proficiency in Microsoft Word, PowerPoint, Outlook, and Excel.
  • Ability to comprehend and follow complex instructions independently.
  • Typing speed of at least 50 words per minute.
  • Exceptional written and verbal communication skills.
  • Strong organizational capabilities and attention to detail.
  • Ability to manage confidential information and prioritize tasks effectively.
  • Ability to interact courteously with the public and maintain positive working relationships.

Education and Experience

A degree from an accredited two- or four-year university with coursework in clerical or business fields is required. A minimum of five years of progressively responsible experience in office operations, or an equivalent combination of education and experience, is also necessary.

Required Licenses or Certificates

A valid driver's license is required.

Physical Demands and Working Conditions

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

Physical requirements include occasional lifting/carrying of 10+ pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. The role involves sitting, standing, reaching, walking, twisting, and kneeling to perform essential functions. Working conditions are both indoors and outdoors.

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