CULTURAL ARTS RESOURCE COORDINATOR in Palatka, Florida at City of Palatka

Position Summary

This position performs higher level office support duties and provides specialized program support for an assigned department or program. Performs a wide range of administrative and personal assistant duties including conducting research, preparing reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing and payroll support, fulfilling employment administration requirements, making travel arrangements, and maintaining calendars and schedules.

Essential Duties and Responsibilities:

• Answers phones and provides customer service to the public.
• Coordinates Accounts Receivable/ Payable; produces purchase order requests and processes purchase orders and confirms orders.
• Processes POs for payment upon receipt of service or products.
• Bills vendors for administrative cost for special events.
• Processes receipts and monies in ADG.
• Processes receipts of incoming funds from various programs.
• Maintains master log sheet of vehicles in the fleet and maintains a spreadsheet on each vehicle documenting all maintenance completed.
• Processes false alarm reports weekly and maintains up to date records.
• Orders supplies for the Community Affairs department.
• Registers staff for training courses.
• Make travel reservations as needed on behalf of employees.
• Supervises parks and facilities rentals
• Maintains community affairs time-off calendar.
• Coordinates special events meetings and oversees the event completion
• Notary for all special events packages.
• Performs other related duties as assigned or required.

Knowledge, Skills and Abilities:

• Ability to use Microsoft Office Suite.
• Knowledge of principles and practices of office administration.
• Knowledge of records management principles and standards.
• Ability to use general office equipment and standard computer software applications.
• Ability to coordinate and perform a variety of skilled administrative functions.
• Ability to compile data and prepare correspondence, reports, and other documentation.
• Ability to establish and maintain cooperative working relationships with other staff, City departments, outside agencies, community organizations, vendors, and the general public.

Education and/or Experience:

• High School Diploma and four years administrative experience; or an equivalent combination of education and experience.
• Possession of a valid State of Florida driver’s license.

Environment &Physical Requirements

• Work is performed in a standard office environment.
• Subject to sitting, standing, walking, bending, reaching, and lifting of objects up to 25 pounds.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel in this position.

An individual must be able to perform the essential functions of the job with or without reasonable accommodation. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.