Events Specialist - TEMP P/T

City of Alpharetta, GA; Georgia; On-site; USD 21,000 - 30,000; Full time

Job summary

City of Alpharetta, GA seeks a clerical assistant to support Special Events under the Recreation, Parks & Cultural Services Department. The role handles public inquiries, data entry, and vendor and event records to ensure smooth operations.

Responsibilities include processing invoices, coordinating site logistics, and assisting staff during festivals and community events. Candidates must be 16+, hold a Georgia driver’s license, and be able to lift up to 50 lbs. Flex hours required.

Qualifications

• High school diploma or GED preferred.
• Must be at least 16 years old and hold a valid Georgia driver’s license.
• Ability to lift and carry boxes up to 50 lbs and work varied hours.

Responsibilities

• Supports Special Events with organizing City events and logistics.
• Provides administrative support, data collection, and records management.
• Assists customers with inquiries and maintains accurate department information.
• Processes invoices and payments to vendors with attention to codes and receipts.
• Monitors event site prep, load-in/out, and ensures safety and access to resources.

Skills

Data entry

Customer service

Event logistics

Public communications

Office equipment

Education

High school diploma or GED

Tools

MS Office

Job description

Under general direction of Special Events Supervisor, performs a variety of clerical duties and activities of a general and specialized nature for the special events of the Recreation, Parks & Cultural Services Department; assists department staff of routine administrative detail, receives, and directs public inquiries; monitors and facilitates activities on event sites; and maintains a variety of files and records.

This is a non-exempt position.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

• Supports the Special Events team with organizing and implementing City events, as well as logistics for downtown décor.

• Provides administrative support in collecting data, preparing documentation, and maintaining information/records relating to vendors, partners, events, participants, and other departmental activities.

• Assists internal and external customers by answering questions about department events, programs, and services, and ensuring public information, including the City website, is maintained with accurate information.

• Collects, processes and tracks invoices and payments to vendors, paying attention to detail of correct codes, attaching receipts, and submitting in a timely manner.

• Ensures vendor and organizer adherence to Special Events policies by monitoring site prep, load in, activation, and load out activities. Tasks include, but are not limited to, checking for proper road closure notifications, maintenance of grounds, securing access to city resources (i.e. restrooms, waste containers, electricity, etc.), confirming Public Safety presence, and other requirements, as specified.

• Performs a variety of courier and maintenance 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. Operation of city vehicles carrying up to 14 passengers may be required for City events offering shuttle services.

• Organizes special events equipment in on- and off-site storage facilities and maintains checklist of inventory.

• Assists in the instruction and training of new hires.

• Operates a variety of office equipment including copiers, scanner, 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, and/or other software programs.

• Communicates and coordinates courteously and effectively with the public, other City employees, officials, vendors, corporate sponsors, volunteers, and other outside organizations. Coordinates effectively with interdepartmental teams assisting with festivals and community events.

• Maintains first aid practices and principles.

• Works department special events, rentals, front desk, and other duties as needed.

• Performs related duties as required or assigned.

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

• High school diploma or GED equivalency preferred.

• Must be at least 16 years of age

• Must possess a valid Georgia Class C driver’s license.

• Must be willing to work varying hours, including afternoons, evenings, weekends and/or holidays assigned.

• Must be able to lift and carry boxes and equipment weighing up to 50 lbs from below the waist to above the shoulders and transporting distances of up to 50 feet.

Ability to:

• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

• Organize own work, set priorities, and meet critical deadlines.

• Exercise good judgment in maintaining information, records, and reports.

• Work independently as well as in a team environment.

• Communicate clearly and concisely, both orally and in writing.