What are the responsibilities and job description for the Cultural Arts Coordinator position at City of Ocala?
GENERAL DESCRIPTION OF POSITION
The Cultural Arts Coordinator is responsible for planning, managing, and implementing Cultural Arts programs including events, exhibitions, and competitions. This role requires significant public interaction, advanced customer service, administrative support, multitasking, social media content creation, and event planning. This position reports to the Department Director, or designee.ESSENTIAL DUTIES AND RESPONSIBILITIES,
1. Demonstrates an understanding of the City of Ocala's mission and core values in all work and professional endeavors.
2. Assists with the creation and maintenance of various applications, contracts, permits, and associated paperwork for performances, acquisition/loan of artwork, partnerships, sponsorship agreements, and special projects as needed.
3. Assists with planning, implementing, and operating of Cultural Arts programming and events including working with visual and performing artists, agencies, community organizations, and other City Departments.
4. Assists with the operation of Cultural Arts events, facilities, and venues in accordance with established policies and procedures. Sets up/breaks down equipment, including tables, chairs, and tents in preparation for events, exhibits, competitions, and other activities where events and/or cultural arts programs/events are scheduled. May provide general custodial duties for event clean up.
5. Maintains effective maintenance procedures and reporting inside and outside of facilities and venues to ensure the safety of the structure, the grounds, participants and equipment. Submits work orders and completes risk forms as needed.
6. Maintains accurate participant counts, exhibit/performer agreement forms, art/event inventory, and accident/incident reports.
7. Determines measurable methods to track community impact of programming and events.
8. Maintains accurate financial records, reports, and files.
9. Prepares daily deposit and cash reports and ensures timely delivery of same to Administration.
10. Possesses the ability to work within a fiscal budget and secure innovative partnerships, effectively increasing quality and impact of programming while keeping costs minimal and ensuring cost recovery when necessary.
11. Assists in scheduling and/or prepares marketing and advertising documents, brochures, forms, presentations, media releases, etc. to publicize programs, events and services. Works interdepartmentally on all marketing materials.
12. Responsible for content and updates to Cultural Arts social media platforms.
13. Provides a high level of customer service to the public, management, supervisory staff, and other employees in person, by means of memorandums, by telephone, and by regular participation in meetings. Greets visitors to the office and at events providing general information and answers as needed.
14. Seeks partnerships with community groups, artists, vendors, etc.
15. Solicits and maintains sponsorships for events and programming.
Perform any other related duties as required or assigned.EDUCATION AND EXPERIENCE
Associate of Arts degree (A. A.) in Business Administration, Liberal Arts, Arts, Event Planning or closely-related field from four-year college or university
One year in office administration experience and/or event planning.
An equivalent combination of education, training, and experience may be considered, provided it meets the requisite knowledge, skills, and abilities for this job.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Must possess a valid Florida Driver's License with an acceptable driving record.
Current certification in adult, child and infant CPR (or obtained within six months of hire)
Current First Aid certification (or obtained within six months of hire).
SUPERVISORY RESPONSIBILITIES
This position will directly supervise 0 employees.
This position may indirectly supervise 0 employees.
If applicable, supervisory responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
ANALYTICAL ABILITY / PROBLEM SOLVING
MODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision.
PLANNING
With regard to general assignments in planning time, method, manner and/or sequence of performance of own work.
CONSIDERABLE RESPONSIBILITY;
in addition, the organization and delegation of work operations for a Group of employees engaged in widely diversified activities.
DECISION MAKING
Performs work operations which permit opportunity for decision-making of minor importance.
FREQUENTLY; Performs work operations which permit opportunity for decision-making of major importance. N/A
COMMUNICATION SKILLS
Ability to read, analyze, and understand common scientific and technical journals, financial reports, and legal documents; Ability to respond to complex or difficult inquiries or complaints.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.
CRITICAL THINKING SKILLS
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret and extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
SUPERVISION RECEIVED
Under GENERAL SUPERVISON where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.
MENTAL DEMAND
VERY CLOSE; Operations requiring very close and continuous attention for control of operations which require a high degree of coordination or immediate response.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTER
Regular use of highly complex machines and equipment; specialized or advanced software programs.
ACCURACY
Probable errors of internal scope should ordinarily be detected within the department or office in which they occur but may affect the work of others within the unit, requiring additional expenditure of time to trace errors and make corrections.
PUBLIC CONTACT
Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are major importance and failure to exercise proper judgment can lead to substantial losses to the organization.
EMPLOYEE CONTACT
Contact with other departments or offices and also frequently with individuals in middle level positions; consulting on problems that necessitate judgment and tact, plus frequent contact with senior level internal officials.
SOFTWARE SKILLS REQUIRED
Accounting Basic
Alphanumeric Data Entry Intermediate
Contact Management Advanced
Database Basic
Enterprise Resource Planning None
Human Resources Systems None
Payroll Systems Basic
Presentation/PowerPoint Intermediate
Programming Languages None
Spreadsheet Advanced
Word Processing/Typing Advanced
ADDITIONAL SOFTWARE SKILLS
Photo, Media, and Graphic Design Software (Adobe Creative Suite)
OTHER SKILLS
Ability to operate small, hand equipment and machinery such as utility cart, drills, hammers, screw drivers and other hand tools and instruments requiring bodily coordination.
PHYSICAL ACTIVITIES
While performing the functions of this job, the employee may be required to:
Stand Regulary
Walk Regularly
Sit Regularly
Use hands to handle or feel Frequently
Reach with hands and arms Frequently
Climb or balance Occasionally
Stoop, kneel, crouch or crawl Occasionally
Talk or hear Continuously
Taste or smell Occasionally
WEIGHT LIFT REQUIREMENTS
The employee must occasionally lift and/or move: Up to 50 pounds
VISION REQUIREMENT
Specific vision abilities required by this job may include: Ability to adjust focus (work duties that require the ability to adjust the eye to bring an object into sharp focus at various distances or focal lengths).
ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) Never
Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) Occasionally
Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) Occasionally
Toxic or caustic chemicals (including potential for chemical spills, etc.) Never
Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather) Frequently
Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.) Never
Extreme cold (not weather-related, such as freezer, cold storage, etc.) Never
Extreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F) Never
Risk of electrical shock (live electrical wires, equipment that retains power after shutoff) Never
Work with explosives (TNT, dynamite, nitroglycerine or other related explosives) Never
Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) Never
Vibration (jack hammer, soil compactor, equipment that creates high vibration, etc.) Occasionally
The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.)
ADDITIONAL INFORMATION
Noise level in work environment will increase during events with amplification of live music and overall noise of venue.
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs, or technological developments).
The Cultural Arts Coordinator is responsible for planning, managing, and implementing Cultural Arts programs including events, exhibitions, and competitions. This role requires significant public interaction, advanced customer service, administrative support, multitasking, social media content creation, and event planning. This position reports to the Department Director, or designee.ESSENTIAL DUTIES AND RESPONSIBILITIES,
1. Demonstrates an understanding of the City of Ocala's mission and core values in all work and professional endeavors.
2. Assists with the creation and maintenance of various applications, contracts, permits, and associated paperwork for performances, acquisition/loan of artwork, partnerships, sponsorship agreements, and special projects as needed.
3. Assists with planning, implementing, and operating of Cultural Arts programming and events including working with visual and performing artists, agencies, community organizations, and other City Departments.
4. Assists with the operation of Cultural Arts events, facilities, and venues in accordance with established policies and procedures. Sets up/breaks down equipment, including tables, chairs, and tents in preparation for events, exhibits, competitions, and other activities where events and/or cultural arts programs/events are scheduled. May provide general custodial duties for event clean up.
5. Maintains effective maintenance procedures and reporting inside and outside of facilities and venues to ensure the safety of the structure, the grounds, participants and equipment. Submits work orders and completes risk forms as needed.
6. Maintains accurate participant counts, exhibit/performer agreement forms, art/event inventory, and accident/incident reports.
7. Determines measurable methods to track community impact of programming and events.
8. Maintains accurate financial records, reports, and files.
9. Prepares daily deposit and cash reports and ensures timely delivery of same to Administration.
10. Possesses the ability to work within a fiscal budget and secure innovative partnerships, effectively increasing quality and impact of programming while keeping costs minimal and ensuring cost recovery when necessary.
11. Assists in scheduling and/or prepares marketing and advertising documents, brochures, forms, presentations, media releases, etc. to publicize programs, events and services. Works interdepartmentally on all marketing materials.
12. Responsible for content and updates to Cultural Arts social media platforms.
13. Provides a high level of customer service to the public, management, supervisory staff, and other employees in person, by means of memorandums, by telephone, and by regular participation in meetings. Greets visitors to the office and at events providing general information and answers as needed.
14. Seeks partnerships with community groups, artists, vendors, etc.
15. Solicits and maintains sponsorships for events and programming.
Perform any other related duties as required or assigned.EDUCATION AND EXPERIENCE
Associate of Arts degree (A. A.) in Business Administration, Liberal Arts, Arts, Event Planning or closely-related field from four-year college or university
One year in office administration experience and/or event planning.
An equivalent combination of education, training, and experience may be considered, provided it meets the requisite knowledge, skills, and abilities for this job.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Must possess a valid Florida Driver's License with an acceptable driving record.
Current certification in adult, child and infant CPR (or obtained within six months of hire)
Current First Aid certification (or obtained within six months of hire).
SUPERVISORY RESPONSIBILITIES
This position will directly supervise 0 employees.
This position may indirectly supervise 0 employees.
If applicable, supervisory responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
ANALYTICAL ABILITY / PROBLEM SOLVING
MODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision.
PLANNING
With regard to general assignments in planning time, method, manner and/or sequence of performance of own work.
CONSIDERABLE RESPONSIBILITY;
in addition, the organization and delegation of work operations for a Group of employees engaged in widely diversified activities.
DECISION MAKING
Performs work operations which permit opportunity for decision-making of minor importance.
FREQUENTLY; Performs work operations which permit opportunity for decision-making of major importance. N/A
COMMUNICATION SKILLS
Ability to read, analyze, and understand common scientific and technical journals, financial reports, and legal documents; Ability to respond to complex or difficult inquiries or complaints.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.
CRITICAL THINKING SKILLS
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret and extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
SUPERVISION RECEIVED
Under GENERAL SUPERVISON where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.
MENTAL DEMAND
VERY CLOSE; Operations requiring very close and continuous attention for control of operations which require a high degree of coordination or immediate response.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTER
Regular use of highly complex machines and equipment; specialized or advanced software programs.
ACCURACY
Probable errors of internal scope should ordinarily be detected within the department or office in which they occur but may affect the work of others within the unit, requiring additional expenditure of time to trace errors and make corrections.
PUBLIC CONTACT
Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are major importance and failure to exercise proper judgment can lead to substantial losses to the organization.
EMPLOYEE CONTACT
Contact with other departments or offices and also frequently with individuals in middle level positions; consulting on problems that necessitate judgment and tact, plus frequent contact with senior level internal officials.
SOFTWARE SKILLS REQUIRED
Accounting Basic
Alphanumeric Data Entry Intermediate
Contact Management Advanced
Database Basic
Enterprise Resource Planning None
Human Resources Systems None
Payroll Systems Basic
Presentation/PowerPoint Intermediate
Programming Languages None
Spreadsheet Advanced
Word Processing/Typing Advanced
ADDITIONAL SOFTWARE SKILLS
Photo, Media, and Graphic Design Software (Adobe Creative Suite)
OTHER SKILLS
Ability to operate small, hand equipment and machinery such as utility cart, drills, hammers, screw drivers and other hand tools and instruments requiring bodily coordination.
PHYSICAL ACTIVITIES
While performing the functions of this job, the employee may be required to:
Stand Regulary
Walk Regularly
Sit Regularly
Use hands to handle or feel Frequently
Reach with hands and arms Frequently
Climb or balance Occasionally
Stoop, kneel, crouch or crawl Occasionally
Talk or hear Continuously
Taste or smell Occasionally
WEIGHT LIFT REQUIREMENTS
The employee must occasionally lift and/or move: Up to 50 pounds
VISION REQUIREMENT
Specific vision abilities required by this job may include: Ability to adjust focus (work duties that require the ability to adjust the eye to bring an object into sharp focus at various distances or focal lengths).
ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) Never
Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) Occasionally
Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) Occasionally
Toxic or caustic chemicals (including potential for chemical spills, etc.) Never
Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather) Frequently
Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.) Never
Extreme cold (not weather-related, such as freezer, cold storage, etc.) Never
Extreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F) Never
Risk of electrical shock (live electrical wires, equipment that retains power after shutoff) Never
Work with explosives (TNT, dynamite, nitroglycerine or other related explosives) Never
Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) Never
Vibration (jack hammer, soil compactor, equipment that creates high vibration, etc.) Occasionally
The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.)
ADDITIONAL INFORMATION
Noise level in work environment will increase during events with amplification of live music and overall noise of venue.
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs, or technological developments).
Salary : $31,500 - $55,000
