What are the responsibilities and job description for the Admin Assistant Special Events - Part-Time position at Town of Surf City?
The Administrative Assistant—Special Events Parks, Recreation, and Tourism primarily plans, organizes, promotes, and implements special events for the Town Parks, Recreation & Tourism (PRT) Department under the direction of the Special Events Supervisor: This non-exempt, part-time position requires working on weekdays, nights, and weekends, with a maximum of 999 hours worked per year.These duties and responsibilities are not intended to be all-inclusive. The employee may perform other related duties as negotiated to meet the Town's ongoing needs.
Education and Experience
A High School Diploma or General Equivalency Diploma (GED) is preferred, as is the ability to successfully perform the essential duties and responsibilities of the job, such as those listed above. OR one to two years of experience in Parks and Recreation. Work experience may be considered in lieu of education.
Licenses and Professional Certifications
Skilled in planning, organizing, promoting, leading, and monitoring the activities of others in relation to special events; using time effectively and efficiently; exercising good judgment in the application of programs, rules and procedures; gathering and analyzing information from a variety of sources and preparing clear and concise reports from information; understanding and carrying out oral and written instructions; composing effective correspondence; establishing rapport, understanding, and confidence with participants and the general public; being flexible with unexpected situations that accompany working with the public; exercising tact and courtesy in frequent contact with business persons, public officials, and the general public; using common office machines, a computer, and related software applications; organizing and prioritizing work; solving problems; directing programs; multitasking and managing multiple projects at the same time; instructing and guiding groups and individuals; and communication, interpersonal skills as applied to interaction with coworkers, supervisor, general public, etc. sufficient to exchange or convey information and to receive work direction.
Knowledge of records management principles; current office practices and procedures, including knowledge of customary computer-driven word processing, spreadsheet, database, and file maintenance programs; principles and practices of promotional work including media, and printing, techniques for dissemination of information to the public through a variety of media; the state and Town as a tourist attraction; general office operations; customer service techniques; office equipment and supplies; phone answering techniques; mail sorting and delivery concepts; and event planning processes and procedures.
Skilled in making routine administrative decisions independently in accordance with laws, regulations, Town policies, and procedures; solving problems and responding to questions; networking; preparing information in correct written or oral form; planning, managing, and coordinating events and activities; adapting to a rapidly changing work environment; and communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
ICS/NIMS course minimums required for all employees include FEMA IS-100, IS-200, IS-700, and IS-
800. Additionally, employees assigned middle and upper-level responsibilities within incident operations may also be required to complete additional follow-on courses deemed necessary by Emergency Management and Human Resources staff.
Ability to represent the Town professionally and respectfully while interacting with diverse individuals within the workplace and the community.Working Conditions
Employee is subject to both inside and outside environmental conditions. When indoors, employee will be exposed to the lighting, temperature, and noise of an open floor-plan office environment and that of an office setting. When outdoors, employee may be frequently exposed to insects, dirt, grass, and weather elements including rain, wind, varying temperatures, etc.
Physical Requirements
Employee must be able to set up and break down the equipment needed. A portion of work is performed within an office environment, primarily behind a desk, and frequently includes computer operation. The employee must read and write, and interact with others in person, over the phone, and via other devices. The employee may move within the facility to access equipment, office machinery, and other necessary tools. Travel is often required to outside job sites to perform the duties described above. The employee must be able to work for extended periods, sometimes under adverse conditions. Persons in this position frequently lift, carry, push, and/or pull objects weighing up to 25 pounds. They also occasionally move objects weighing up to 50 pounds, and sometimes, but rarely, up to 100 pounds. Additionally, work may require standing, walking, running, reaching, bending, twisting, stooping, crouching, kneeling, crawling, lifting, carrying, and/or moving equipment, and pushing and pulling various objects.
- Assists the Special Events Supervisor in planning, implementing, and evaluating special events for the town, including on-site duties during the month, week, day, and post-event.
- Works a non-traditional schedule, primarily during nights and weekends, with limited supervision for program events.
- Prepares program promotional materials and regularly informs employees and participants of program activities.?
- Assists in setting up and breaking down facilities for meetings, classes, programs, and events.
- Assists with processing, communication, and coordination of the Town's “Special Event Application” process.?
- Assists with the creation of promotional materials for events and programs, keeping employees and participants consistently updated on special event activities.?
- Manages the full inventory of supplies and equipment, including décor and printed materials, and ensures accurate storage, labeling, and tracking of items across all facilities.
- Assists with creating needs assessments and feedback surveys, gathering materials, contacting vendors and volunteers, producing promotional materials, staging venues, and facilitating interdepartmental communication.
- Ensures the safety of all participants, treats minor first-aid incidents, completes accident reports, and provides a copy to the Special Event Supervisor.?Collects fees for special events, memberships, rentals, classes, camps, clinics, and athletic leagues, and maintains records of payments in the appropriate files and software.
- Performs basic administrative tasks such as utilizing a computer to complete projects, typing, copying, and faxing materials as assigned, and responding to inquiries in person, over the phone, or via email.
- Maintains a clean work environment at all times.
- Performs other duties of a similar nature or level.
- Provides assistance across all divisions of the PRT department as required.
Education and Experience
A High School Diploma or General Equivalency Diploma (GED) is preferred, as is the ability to successfully perform the essential duties and responsibilities of the job, such as those listed above. OR one to two years of experience in Parks and Recreation. Work experience may be considered in lieu of education.
Licenses and Professional Certifications
- Valid Driver's License (NC Preferred)
- Bloodborne Pathogens (BBP)
- CPR/AED Certification (preferred)
- NC Commercial Driver’s License – Passenger Endorsement (preferred)
Skilled in planning, organizing, promoting, leading, and monitoring the activities of others in relation to special events; using time effectively and efficiently; exercising good judgment in the application of programs, rules and procedures; gathering and analyzing information from a variety of sources and preparing clear and concise reports from information; understanding and carrying out oral and written instructions; composing effective correspondence; establishing rapport, understanding, and confidence with participants and the general public; being flexible with unexpected situations that accompany working with the public; exercising tact and courtesy in frequent contact with business persons, public officials, and the general public; using common office machines, a computer, and related software applications; organizing and prioritizing work; solving problems; directing programs; multitasking and managing multiple projects at the same time; instructing and guiding groups and individuals; and communication, interpersonal skills as applied to interaction with coworkers, supervisor, general public, etc. sufficient to exchange or convey information and to receive work direction.
Knowledge of records management principles; current office practices and procedures, including knowledge of customary computer-driven word processing, spreadsheet, database, and file maintenance programs; principles and practices of promotional work including media, and printing, techniques for dissemination of information to the public through a variety of media; the state and Town as a tourist attraction; general office operations; customer service techniques; office equipment and supplies; phone answering techniques; mail sorting and delivery concepts; and event planning processes and procedures.
Skilled in making routine administrative decisions independently in accordance with laws, regulations, Town policies, and procedures; solving problems and responding to questions; networking; preparing information in correct written or oral form; planning, managing, and coordinating events and activities; adapting to a rapidly changing work environment; and communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
ICS/NIMS course minimums required for all employees include FEMA IS-100, IS-200, IS-700, and IS-
800. Additionally, employees assigned middle and upper-level responsibilities within incident operations may also be required to complete additional follow-on courses deemed necessary by Emergency Management and Human Resources staff.
Ability to represent the Town professionally and respectfully while interacting with diverse individuals within the workplace and the community.Working Conditions
Employee is subject to both inside and outside environmental conditions. When indoors, employee will be exposed to the lighting, temperature, and noise of an open floor-plan office environment and that of an office setting. When outdoors, employee may be frequently exposed to insects, dirt, grass, and weather elements including rain, wind, varying temperatures, etc.
Physical Requirements
Employee must be able to set up and break down the equipment needed. A portion of work is performed within an office environment, primarily behind a desk, and frequently includes computer operation. The employee must read and write, and interact with others in person, over the phone, and via other devices. The employee may move within the facility to access equipment, office machinery, and other necessary tools. Travel is often required to outside job sites to perform the duties described above. The employee must be able to work for extended periods, sometimes under adverse conditions. Persons in this position frequently lift, carry, push, and/or pull objects weighing up to 25 pounds. They also occasionally move objects weighing up to 50 pounds, and sometimes, but rarely, up to 100 pounds. Additionally, work may require standing, walking, running, reaching, bending, twisting, stooping, crouching, kneeling, crawling, lifting, carrying, and/or moving equipment, and pushing and pulling various objects.