Special Events Administrative Coordinator

City of St. Cloud; Florida; On-site; USD 25,000 - 30,000; Part time

Job description

Join Our Team: Administrative Secretary – Special Events

Are you organized, dependable, and excited to help bring community events to life? The City’s Parks & Recreation Department is looking for a part-time Administrative Secretary to support the Special Events division and play an important role in delivering memorable experiences for our community.

In this role, you’ll help keep events moving from planning to execution by maintaining records and calendars, coordinating with event organizers and City departments, assisting with meetings and permits, and preparing and organizing important documentation. You’ll also have the opportunity to take on additional administrative responsibilities that support the team and our community.

This position is more than administrative support; it’s an opportunity to put the City’s values into action:

• Accountability: Take pride in accurate records, timely follow-through, and dependable support for event partners and colleagues.
• Empowerment: Be trusted to take initiative, solve problems, and contribute to the success of events.
• Innovation: Look for better, more efficient ways to organize information, coordinate details, and support special events.
• Ownership: See tasks through from start to finish and take personal responsibility for helping the team deliver exceptional events.

If you’re someone who thrives on organization, collaboration, and making things happen behind the scenes, we’d love to have you bring your skills and energy to the City’s Special Events team.

Help us create events that bring our community together—one detail, one connection, and one successful event at a time.

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

Special Event Support

• File and maintain special event records to ensure information is accurate and up to date.
• Assist with maintaining the division’s Outlook special event calendar.
• Administration of vendor Certificates of Insurance (COIs), including collection, submission for review, and filing.
• Assist with the administration of sponsor and vendor contracts and agreements, including preparing invoices, filing, and maintaining accurate records.
• Assist with communication between departments regarding related event needs and logistics.

Departmental Review Committee Support

• Preparing and distributing meeting agendas.
• Creating meeting notifications and calendar invites to event organizers and City staff.
• Provide meeting support, including taking notes.
• Track event organizer special event permit application materials such as attachments, payments, and approvals.
• Maintain organized files and databases related to permitted events.

Volunteer Coordination

• Processes volunteer application and screening paperwork in collaboration with Human Resources.
• Provides information and guidance to volunteers throughout the process.
• Maintains accurate volunteer records, contact information, availability, required forms, and assignments.

Other

• Answer phones, respond to emails, and greet visitors in a friendly and professional manner.
• Performs related work as assigned.

• Requires High School graduation or GED equivalent supplemented by one (1) year of experience in the Event Management Industry; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Bilingual preferred (Spanish/English).
• Must be at least 18 years of age.
• Must be able to possess and maintain a valid state driver’s license with an acceptable driving history.

Physical Requirements:

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. While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Mathematics:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.