Special Events Administrative Coordinator

Department: Leisure Services

FLSA Status: Non-Exempt

Hourly Salary: $17.90/hr

Position Overview:

The Special Events Administrative Coordinator plays a crucial role in planning, organizing, and managing administrative and support functions for the Special Events Team in the City of Gulfport. Reporting to the Special Events Coordinator, this position is responsible for compiling comprehensive reports and interpreting departmental policies. The role also involves collaboration with the Special Events Coordinator and the Harbor Lights Operational Coordinator and requires proficiency in cash handling. Work hours vary during the Harbor Lights Winter Festival (October – January), including nights, weekends, and weekdays. This position may be required to work other events, throughout the year which includes nights, weekends and weekdays. This position is classified with a non-essential personnel classification for Emergency Response purposes. This means that, during an emergency, the position is not considered immediately necessary for emergency response or critical continuity operations.

Essential Job Functions:

Essential job duties and functions, pursuant to the Americans with Disabilities Act, may include the following:

• Coordinates and maintains records for budget preparation and personnel.

• Manages daily administrative operations for the Special Events Division.

• Processes purchase orders, invoices, and budget amendments using Munis to include the Harbor Lights Winter Festival.

• Oversees timekeeping for the Special Events Team.

• Coordinates with vendors, non-profits, community leaders, and volunteers.

• Maintains up-to-date knowledge of the organization’s activities and developments.

• Handles administrative correspondence and prepares routine records and reports.

• Compiles specialized reports and attend city events as directed.

• Prepares documents using various software tools.

• Operates office equipment and maintains electronic and paper filing systems.

• Collaborates with the City’s Finance Department to process financial transactions for events.

• Assists in managing private event applications and issuing necessary contracts and agreements.

• Coordinates requests for military assistance from city agencies and military installations.

• All other duties as assigned by your direct supervisor, manager, director or mayor.

Knowledge Skills and Abilities:

Must possess the required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Proficient in modern office methods and procedures.

• Strong customer service skills, including needs assessment and service evaluation.

• Excellent command of the English language, including grammar and composition.

• Proficiency with Microsoft Word, PowerPoint, Outlook, and Excel.

• Ability to understand and follow complex instructions independently.

• Typing speed of at least 50 words per minute.

• Excellent written and verbal communication skills.

• Strong organizational skills and attention to detail.

• Ability to handle confidential information and prioritize tasks effectively.

• Ability to interact courteously with the public and maintain harmonious working relationships.

Education and Experience

Graduation from an accredited two- or four-year university with coursework in clerical or business fields. A minimum of five years of progressively responsible experience in office operations, or an equivalent combination of education and experience.

Licenses of Certifications

Must possess a valid Mississippi Driver’s License.

Physical Demands and Working Conditions

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.

Physical requirements include occasional lifting/carrying of 10+ pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are both indoors and outdoors.