Office and Logistics Assistant

Office and Logistics Assistant

Position #: 481

Work Location: City of Covington Trailhead

Reports To: Cultural Arts & Events Director

Rate of Pay: $12.00 – 14.00 per hour

Full Time, Non-exempt Position. Eligible for overtime

City Conformance Statement:

In the performance of the below respective tasks and duties all employees are expected to conform to the following:

• Perform quality work within deadlines with or without direct supervision

• Interact professionally with other employees, customers and suppliers

• Work effectively as a team contributor on all assignments

• Work independently while understanding the necessity for communication and coordinating work efforts with other employees and customers

General Job Description:

This position is an administrative position within the Cultural Arts & Events Department. The staff position will work under the direct supervision of the Cultural Arts & Events Director, providing administrative and clerical support services as well as assisting the department before, during, and after City events. The position requires some “after hour” and weekend work in connection with special events.

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Essential Functions:

• Ability to perform administrative tasks, such as handling phone calls, email correspondence, data entry, and appointment scheduling; receive office visitors and provide information

• Effectively communicate with business owners, news media sources, the public, City personnel, and others via email, telephone, or in person, on behalf of the department in the absence of the CAE Director

• Acquire a thorough knowledge of City regulations, procedures, and services of the department in order to independently handle routine administrative support services for CAE Director

• Coordinate with vendors as it relates to contracts and communication methods, ensuring all details are clearly outlined

• Implement event logistics plans, including setup and post-event breakdown

• On-site coordination with vendors to ensure timely setup and execution

• Manage event flow and address any issues that arise during the event

• Assist with guest registration and check-in procedures

• Maintain and update event files during and after all events

• Gather feedback from clients and attendees after events

• Assist with Ribbon Cuttings for local businesses

• Assist with input of requisitions and purchase orders for the CAE Department;

• Assist with budget management and tracking expenses against allocated funds

• Keep CAE Director abreast of all office activities and communications daily

• Perform other duties as assigned by the CAE Director

Job Qualifications:

• Minimum of three years office administration experience preferred

• Minimum of three to five years event planning experience preferred

• Ability to work nights and weekends for events as required

• Pleasing, enthusiastic personality for dealing with citizens, vendors, special event participants and merchants.

• Ability to work with minimal supervision.

• Ability to physically move up and down City streets for five blocks at a time, without a vehicle, for purposes of canvassing merchants, overseeing special event set-up and take-down, supervising fieldworkers, posting or distributing of promotional materials, etc.

• Ability to assist other team members with lifting items such as ice chests, stanchions, signs, and tents.

Required Skills:

• Excellent organizational skills – ability to manage multiple tasks simultaneously and prioritize effectively

• Strong communication skills- clear and concise communication with the public, vendors, and team members

• Attention to detail – ability ro manage details and ensure accuracy in all aspects of event planning

• Problem solving skills – identify and resolve issues that may arise during an event

• Adaptability – flexibility to adjust plans as needed based on changing circumstances

• Basic computer proficiency – familiarity with Microsoft Office Suite

Physical Demands:

• Ability to walk on concrete for long periods of time

• Ability to sit at desk for at least two (2) hours at a time.

• Ability to watch computer screen at least two (2) hours at a time.

• Ability to operate computer and calculator keyboards

• Ability to communicate over telephone.

• Ability to lift, hold and carry up to 35 pounds.

• Ability to reach overhead and forward and downward.

• Ability to step up and down step stool or ladder.

• Ability to handwrite.

• Ability to stoop to floor level file cabinet drawer.

• Ability to twist while seated or otherwise from front to back.

This job description does not necessarily cover every task or duty that might be assigned. Employees may be assigned additional responsibilities as necessary.

To apply for this position please complete an online application at www.covla.com

Job Type: Full-time

Pay: $12.00 - $14.00 per hour

Expected hours: No less than 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $12 - $14