City of Palmetto Fire Services Administrative Assistant/City Events Coordinator Non-Exempt Employee The Fire Services Administrative Assistant provides high-level administrative and clerical support to the Fire Chief and overall fire services operations. This position plays a critical role in ensuring efficient day-to-day office functions, including handling corresponds, maintaining records, reports, scheduling and supporting department communications. The Administrative Assistant works closely with department personnel to manage documentation, coordinate meetings and events, process payroll, purchasing, and handle confidential and time-sensitive information. The Coordinator of City Events is responsible for collaborating with the Cultural Arts Committee and any third-party planning professionals and assisting in coordination of the City's events. This position also leads the planning and coordination, and execution of other assigned programs and activities. The role coordinates event logistics, communicates with vendors, plans event layouts, manages on-site set-up. The coordinator works closely with City departments and community partners to ensure events are well-organized, safe, and successfully delivered. Major Duties Fire Administrative Assistant

• Serve as the first point of contact for public inquiries, routing calls and messages appropriately.
• Prepare, proofread, and distribute memos, reports, letters, and correspondence from rough draft or verbal instruction.
• Assist the Fire Chief with managing his calendar, schedule and maintaining appointments, and coordinate meetings.
• Prepares and completes bi-weekly payroll.
• Enters requisitions for purchase orders.
• Reviews and prepares invoices for payment; coordinates the vendor payment process.
• Monitors budget accounts.
• Initiates and maintains a variety of files and records.
• Prepares and completes budget transfers for expenditure accounts.
• Coordinates the flow of paperwork between department and division levels.
• Orders and maintains office supplies.
• Process the request for incident reports as needed.
• Monitors and pays dues for the Georgia Firefighters' Pension Fund.
• Receives, sorts, processes, and forward's incoming mail; prepares outgoing mail.
• Maintain the Palmetto Fire Services Social Media.
• Provide occasional administrative and clerical assistance to other city departments as needed.
• Performs other related duties as assigned.

City Signature Events & Coordination Planning Collaborate with third party planning professionals in coordinating the City's Signature events. Plan, organize and execute other City events as assigned. As assigned, manage events from start to finish, including initial planning, timelines, logistics, execution, and post-event follow-up. Coordinate with internal departments, City leadership, public safety personnel, and community partners to ensure successful events. Communicate with vendors regarding services, schedules, requirements, and deliverables. Plan and design event layouts, including placement of vendors, stages, equipment, public areas, and emergency access as needed. Ensure compliance with City policies, safety requirements, and applicable regulations. Collect, track, and document non-cash funds, sponsorships, donations, or in-kind contributions related to events in accordance with City procedures. Maintain accurate event records, documentation, and reports. Monitor expenditures for event budgets. Serve as the Director of the Cultural Arts Committee Board - Attend once a month Arts Committee meeting. Act as the primary liaison between the Cultural Arts Committee Board and the City Administrator of board recommendations. Assist the Cultural Arts Chairperson in preparing presentation for the Mayor & Council with recommendations from the Cultural Arts Committee. Prepare the minutes of Cultural Arts Board meetings. Knowledge & Skills Required by this Position

• Maintain the highest level confidentially with respect to sensitive departmental information, internal processes, and operational matters and payroll
• Knowledge of modern office practices, methods, equipment, and procedures
• Excellent verbal and written communication
• Good organizational skills
• Positive attitude when working through challenges
• Excellent problem-solving skills
• Knowledge of Palmetto policies and procedures
• Has the ability to compile, organize, prepare, and maintain an assortment of records, reports, and related information
• Ability to understand and follow oral and written instructions
• Ability to establish and maintain effective working relationships with City employees, City officials City partners, and the public
• Knowledge of job-related software programs

Supervisory Controls:

None; Work is performed under the general supervision of the Fire Chief.

Hours:

Primary work hours will be between Monday - Friday 8:00 am to 5:00 pm. Additional hours will be required, including evenings, weekends, and nights, to support training, meetings, the Cultural Arts Committee, and City events.

Physical Demands:

The work is performed in both office and event settings. Events may be held indoors or outdoors and may require extended periods of standing and walking in varying weather conditions. Minimum Qualifications

• High school diploma or GED required
• Two years of experience in administrative, clerical, or office support work
• Two years of experience in event planning
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Pay:

$19.15 - $19.73 per hour Expected hours: 40.0 per week

Work Location:

In person