Event Coordinator

posted Aug 1, 2017, 2:33 PM by Debra Williams-Baker

Socorro County

Job Description

 

Job Title:          Event Coordinator                                                                       Job Code:             135

Division:          Administration                                                                             Effective Date:     08/17

Department:     Executive                                                                                   Last Revised:       

 

GENERAL PURPOSE

 

Performs a variety of complex coordination duties designed to coordinate major events for the office of the County Manager and Board of Commissioners. 

 

SUPERVISION RECEIVED

 

Works under the close to general supervision of the County Manager.

 

SUPERVISION EXERCISED

 

None

 

ESSENTIAL FUNCTIONS

 

1.        Responsible for coordination and administration of events on behalf of Socorro County in partnership with other agencies and organizations;

2.        Coordinate meetings with staff and agencies

3.        Manages budget and procures supplies related to County events;

4.        Coordinates event logistics, registration, marketing give-aways, staff assignments for an event.

5.        Partners with vendors, food vendors, tourism organizations and outreach representatives.

6.        Prepares and drafts general correspondence, reports, and materials for publications and presentations; prepares and composes formal correspondence; prepares notes and composes letters, memos, and other communications of general nature; creates flow charts and timelines for projects handled by the Manager and the Board of Commissioners.

7.        Answers telephones and handles in appropriate manner; meets and greets clients and agency partners; performs general clerical duties to include but not limited to: photocopying, scanning, archiving, faxing, mailing, and filing; maintain hard copy and electronic filing system.

8.        Performs general clerical, receptionist and project based work; coordinates project-based work with other administrative and executive support personnel.

9.        Directly responsible for the successful execution of assigned events.

10.      Performs other related duties as required.

 

MINIMUM QUALIFICATIONS

 

1.                    Education and Experience:

 

A.       Demonstrable experience coordinating events or activities

B.       Graduation from high school, plus, one (1) year of specialized training in small business or general office practices and procedures, PC operation and various software applications;

C.       Three (3) years of responsible experience related the above duties (experience running or managing a business is preferred but not required)

D.       Experience with event coordination and strategically planning events

E.       Experience working in fast-paced environment where the candidate has had to multi-task and manage multiple items at the same time.

 

2.             Knowledge, Skills, and Abilities:

 

Must be able to coordinate multiple events and activities at the same time; have excellent time management skills and be comfortable making and leading group presentations, organizing meetings and coordinate communications.

 

Must possess excellent communication and partnering skills

Organizational experience prioritizing workload and acting on time sensitive items.

Attention to detail related to experience with event coordination and strategically planning events.

 

Considerable knowledge of reading, writing, and arithmetic skills; business principles, budgeting, administrative, and clerical procedures; Microsoft Office and telephone protocol; general office maintenance and practices; filing systems (alpha and numeric), recording and filing procedures and methodologies; letter composition, grammar, spelling and punctuation; spreadsheets, word processing, and database management; operation of standard office equipment; basic mathematics; basic accounting or bookkeeping; interpersonal communication skills and telephone etiquette; basic public relations.

 

Skill in professional verbal and written communication; the use and operation of various office machines, i.e., fax, copy machine, scanners, postage machine, computer, telephone, shredder, binding machine, etc.; the ability to take detailed notes and documentation is a must.

 

Ability to give attention to detail; project a professional image through in-person and phone interaction; effectively interact with high-level contacts and professionally; communicate effectively, verbally and in writing; work independently in meeting various time deadlines and work pressures; effectively deal with stress caused by strict deadlines and work volume; exercise initiative, independent judgment and to act resourcefully under varying conditions; perform basic mathematical calculations; operate personal computer (windows) in utilizing various programs (MS Word, Excel, Power Point, etc.) to produce or compose formal documents, reports and records; establish and maintain comprehensive records and files; operate standard office equipment; develop effective working relationships with supervisors, fellow employees, and the public.

 

3.             Special Qualifications:

 

                Basic computer knowledge and very effective in cloud-based document management.

 

4.             Work Environment:

 

Incumbent of the position will typically work off site and in a limited office setting with appropriate climate controls; the successful candidate will have the option to work remotely or telecommute so long as all tasks and meeting obligations are met. Tasks require variety of physical activities, not generally involving muscular strain, but do require frequent walking, standing, stooping, sitting, reaching and occasional lifting. Talking, hearing and seeing are essential physical capabilities of the position.   Common eye, hand, finger dexterity required for many tasks.  Mental application utilizes memory for details, verbal instructions, emotional stability and discriminating thinking.

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