EVENTS COORDINATOR - MARLAND ESTATE

EVENTS COORDINATOR - MARLAND ESTATE MARLAND ESTATE EVENTS COORDINATOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

To perform a wide variety of clerical duties in support of a assigned function; to develop and input correspondence and data into a computer terminal; to type and proofread various documents and verify data for accuracy; to assist and inform the public; and to assist with basic sorting, filing, copying or clerical accounting services. Serve as Events Coordinator for the Marland Estate. In addition, may assist the Mansion Manager with issuing Purchase Orders and maintaining any/all financial management within the system.

SUPERVISION RECEIVED AND EXERCISED

Receive general supervision from the Director of The Marland Estate.

Essential Functions:

Book all events and schedule site visits, school, and bus tours for The Marland Estate. Coordinate Marland Estate activities with those of other departments, outside agencies and organizations. Schedule and coordinate Marland Estate Foundation events. Insure all contracts, policies and payments for events are complete and in order. Insure all mandates of the Able Commission are enforced. Submit event schedules and times to the PCPD for officers needed at events. Keep the Damage Deposit Spreadsheet for all events and balance it with the Finance Department at the end of every month for the Mansion. Complete routine inspection after each event to determine if client will receive their damage deposit. Schedule docents for specialty tours/find docents when a docent calls in sick for the regularly scheduled tour at 1:30 P.M. Schedule reenactors for group tours that request them. Bridal Suite presentation - make sure that the bridal suite is ready for the next bride with it being clean. Lydie's inspection - make sure that Lydie's Cottage is presentable and ready for the next event. Wash table linens as needed for events at The Marland Estate. Update wedding packets for The Marland Estate. Type a variety of letters and reports. Provide general clerical support the department. Act as a Secretary for the Marland Estate Commission. Posting meeting, keeping minutes, and records.

MARGINAL FUNCTIONS

Perform a variety of special projects as assigned. Perform related duties and responsibilities as required. Update information of the City website as needed. Issue and process purchase orders for Mansion Manager, as assigned. Be the purchasing agent for the Marland Estate, including all of the requisition and purchase orders. Make sure the payments are sent to finance for payment in a timely manner. Work closely with the Mansion Manager to ensure the budget for The Marland Estate is correct and on target for the year.

Qualifications Knowledge of:

Operations, services and activities of a museum. Operational characteristics of a cash register; basic mathematical principles. Knowledge of the Marland's and both Mansions.

REQUIRED SKILLS AND COMPETENCIES

Use and operate a cash register. Respond to requests and inquiries from the general public. Understand and follow oral and written instructions; communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Maintain physical condition appropriate to the performance of assigned duties and responsibilities. Experience and Training Guidelines- Any combination of experience and training that would likely provide the required knowledge and abilities qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Must have a minimum of two years of experience working with the public. Some experience working in a museum, preferred.

Training:

Must have a High School Diploma or GED.

License or Certificate:

May be required as needed.

WORKING CONDITIONS

Environmental Conditions:

Office environment utilizing computers.

PHYSICAL CONDITIONS

Essential and marginal functions require maintaining physical condition necessary for sitting, standing or walking for prolonged periods of time.