Conference Center Event Coordinator

DESCRIPTION

Recruitments posted as "Continuous" are subject to close at any time following an initial two-week posting period. Upon closing, the applications received will be screened and notices will be sent to the applicants regarding the status of their application.

Under general supervision of the Community Services Supervisor, to coordinate and assist with scheduled events and assist with facility rentals for the City of Ukiah Community Services Department; to perform public relations activities; provide staff assistance to the Conference Center Coordinator; perform clerical duties and other related duties as assigned.

JOB REQUIREMENTS

These examples are intended only as illustrations of the various types of work performed. The examples of work performed are neither restricted to nor all-encompassing of the duties to be performed under this job title.

• Coordinates reservations of City rental facilities, which includes making reservations, verifying information, sending reservation forms, and invoicing and applying payments.
• Sets up conference rooms as required, including setting up tables, chairs, and auxiliary equipment.
• Cleans up conference rooms after the completion of events.
• Receives visitors and answers inquiries and requests for information.
• Welcomes prospective customers and assists them in viewing the conference rooms.
• Provides information and assistance regarding usage of the Conference Center and all rental facilities.
• Assists persons utilizing the Conference Center facility in a variety of ways, such as setting up conference rooms as required, performing light household cleaning after events, and directing people to the correct conference room.
• Assists in maintaining supplies, such as linen, coffee, and necessary event items.
• Maintains reservation records and calendar of events.
• Provides clerical support to the Community Services Department and Conference Center Coordinator as necessary.
• Serves as point of contact for tenants.
• Assists in the constant security and supervision of the City rental facilities, including parks and the Alex Thomas Plaza.
• Participates in special community promotional events.
• Works flexible hours, including weekends and holidays.
• Performs related work as assigned.

MINIMUM QUALIFICATIONS

Knowledge of :

• Modern office and telephone procedures and practices; standard office equipment; filing and records systems.
• Customer relations and service skills.
• Effective time management methods.
• Computer operation and software including, but not limited to: MS Office (Excel, Word, Outlook, etc.), social media promotions, creating promotional material, and accounting software.

Ability to :

• Meet and interface with general public, tenants, and vendors in a professional manner.
• Establish and maintain cooperative and effective working relationships with others.
• Deal effectively with a wide variety of personalities in situations using tact and professionalism.

• Handle multiple tasks at once (i.e. phone calls, receive visitors) effectively and pleasantly.
• Perform clerical work involving the use of independent judgment and requiring speed and accuracy.
• Communicate clearly, concisely and effectively, both orally and in writing. Bilingual (English/Spanish) abilities are highly desirable.
• Work well independently. Complete work with interruptions and distractions.
• Work under pressure to meet established deadlines. Multi-task, plan, organize, prioritize and schedule work.
• Interpret and explain Conference Center and facility usage information in a clear and concise fashion. Clarify policies, procedures, rules and regulations.
• Work in a confined area for long periods of time.
• Perform light household cleaning and lift up to 50 pounds.
• Work flexible hours as required.

Experience and Education:
Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Equivalent to the completion of 12th grade, supplemented by college-level courses in business or public administration, recreation, facilities maintenance, or related field, and/or two years of increasingly responsible clerical and customer service experience, preferably in a facilities coordination environment.

SELECTION PROCEDURE

Applications must be filled out completely. Resumes submitted in lieu of completing an application will not be considered. Applications will be reviewed by a screening committee and those applicants who appear to be among the best qualified will be selected for the examination process. This process may include a variety of techniques designed to test applicants’ knowledge, skills, and abilities to perform the duties and responsibilities of the job. An eligibility list will be established by ranking candidates by their overall score and a selection will be made from the candidates on this list. All employment offers are subject to a City-paid physical examination and a thorough reference and background check.

In accordance with the Immigration Reform Act of 1986, the City must verify, once an employment offer has been made, that all persons have written proof of their right to work in the United States.

In accordance with the Americans with Disabilities Act (ADA), if special accommodations are necessary at any stage of the testing process, please notify the Human Resources Department in advance at (707) 463-6244 so your request may be reviewed prior to the occurrence of the test.

The City of Ukiah is an Equal Opportunity Employer committed to building a diverse workforce.

Continually working to promote diversity, equity, transparency, and justice through the adoption and implementation of City practices, policies, and procedures.

The City of Ukiah offers a competative benefits package to all full-time employees, including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Part-time employees may receive benefits on a pro-rated basis.

To learn more details, contact us at personnel@cityofukiah.com.

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• City of Ukiah

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