Cultural Services Event Planner & Coordinator

Job Title

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.

Essential Job Functions and Responsibilities

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, Skills & Abilities required :

Ability to :

Minimum Qualifications

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.

Pre-Employment Requirements

Physical Demands & Work Environment

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.

See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

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.

Supplemental Information

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